TENDER NO. KP1/9AA-2/OT/68-ID/16-17 FOR PROVISION OF CIVIL ... of civil works at... · 3 Provision of Civil Works at Hola 33/11kV substation – February, 2017 ABBREVIATIONS AND ACRONYMS

Provision of Civil and Building Works at Hola 33/11Kv Substation

TENDER NO. KP1/9AA-2/OT/68-ID/16-17

FOR PROVISION OF CIVIL AND BUILDING WORKS AT HOLA 33/11KV

SUBSTATION

DATE OF TENDER DOCUMENT FEBRUARY 2017

ALL TENDERERS ARE ADVISED TO READ CAREFULLY THIS TENDER

DOCUMENT IN ITS ENTIRETY BEFORE MAKING ANY BID

OPEN TENDER DOCUMENT FOR PROVISION OF WORKS

THE KENYA POWER & LIGHTING COMPANY LIMITED

CENTRAL OFFICE, STIMA PLAZA,

KOLOBOT ROAD, PARKLANDS,

P.O. BOX 30099-00100,

NAIROBI,

KENYA.

Telephones: +254-020-3201000; 3644000 Pilot Lines

Telephones: +254 -720-600070/1-5; -733-755001/2-3 Cellular

Facsimile: +254-20-3514485

Website: www.kplc.co.ke

Email 1: … [email protected]

Email 2: [email protected]



http://www.kplc.co.ke/

mailto:[email protected]




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Provision of Civil Works at Hola 33/11kV substation – February, 2017

TABLE OF CONTENTS SECTION I - INVITATION TO TENDER ............................................................................................. 4

SECTION II - TENDER SUBMISSION CHECKLIST ........................................................................... 6

SECTION III - INSTRUCTIONS TO TENDERERS (ITT) .................................................................. 10

SECTION IV - BID DATA SHEET (Appendix to Instructions To Tenderers) ..................................... 33

SECTION V - CONDITIONS OF CONTRACT ................................................................................... 35

SECTION VI - SPECIAL CONDITIONS OF CONTRACT ................................................................. 56

SECTION VII - SPECIFICATIONS ...................................................................................................... 58

SECTION VIII - DRAWINGS ............................................................................................................... 59

SECTION IX - BILL OF QUANTITIES ............................................................................................... 60

SECTION X - SUMMARY OF EVALUATION PROCESS ................................................................ 63

SECTION XI - SUPPLIER EVALUATION FORM ............................................................................. 70

SECTION XII - STANDARD FORMS ................................................................................................. 73

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ABBREVIATIONS AND ACRONYMS

1. BDS Bid Data Sheet

2. BQ Bills of Quantities

3. CC Conditions of Contract

4. ICPAK Institute of Certified Public Accountants of Kenya

5. JV Joint Venture

6. KSh./ KES Kenya Shillings

7. PM Project Manager

8. PPAD 2015 Public Procurement and Asset Disposal Act, 2015

9. PPDR 2006 Public Procurement and Disposal Regulations, 2006

10. PPRA Public Procurement Regulatory Authority

11. VAT Value Added Tax

12. KRA Kenya Revenue Authority

13. LC Letter of Credit

14. TCC Tax Compliance Certificate

15. SCC Special Conditions of Contract

16. NCA National Construction Authority

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SECTION I - INVITATION TO TENDER

DATE: 16th February, 2017

TENDER REFERENCE NUMBER AND NAME KP1/9AA-2/OT/68-ID/16-17

for Provision of Civil and Building Works at Hola 33/11 kv Substation.

1.1 The Kenya Power & Lighting Company Limited hereinafter referred to KPLC

invites bids from eligible Tenderers for Provision of Civil and Building Works at

Hola 33/11Kv Substation. Interested eligible Tenderers may obtain further

information from the General Manager- Supply Chain, The Kenya Power & Lighting

Company Ltd at Stima Plaza, 3rd Floor, Kolobot Road, P.O. Box 30099 – 00100

Nairobi, Kenya.

1.2 Obtaining tender documents.

1.2.1 Tender documents detailing the requirements may be obtained from the KPLC

E- Procurement Portal from 17th February, 2017.

1.2.2 Prospective bidders may also download the tender document from KPLC’s

website (www.kplc.co.ke) free of charge.

1.3 Submission of Tender documents

Completed Tenders are to be submitted in electronic format on the KPLC’s E-

procurement portal on the due date and time published on the portal.

Tenderers are required to visit the portal from time to time for revised closing

dates and addendums. The Tender is to be submitted ONLINE on or before

the submission date and time indicated on the KPLC tendering portal i.e

Thursday 16th March, 2017 at 10.00am.

1.4 Prices

Prices quoted should be inclusive of all taxes and delivery costs to the required

site (where applicable) and must be in Kenya Shillings or a freely convertible

currency in Kenya and shall remain valid for ninety (90) days from the closing

date of the tender.

Please note that prices indicated on the KPLC tendering portal should be

exclusive of VAT.

1.5 Opening of submitted Tenders

Tenders will be opened promptly thereafter in the presence of the Tenderer’s

or their representatives who choose to attend in KPLC Auditorium at Stima

Plaza, Kolobot Road, Parklands, Nairobi on Thursday 16th March, 2017 at

10.30am.

http://www.kplc.co.ke/

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1.6 Pre-bid meeting

There will be a mandatory site visit/pre-bid meeting to be held on Tuesday,

7th March, 2017 at 11.00am - Hola 33/11kv substation located within Hola

town.

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SECTION II - TENDER SUBMISSION CHECKLIST

Bidders are advised to clearly label their documents while uploading on the

portal.

No. Item Tick Where

Provided

1 Tender Security

2 Company or Contractor or Firm’s Registration/Incorporation

Certificate. Certificate of Confirmation of Directors and

Shareholding (C.R.12) for registered companies and if not a

registered company a business name for those trading as a sole

proprietor or a partnership registered under the Kenyan law or

equivalent certification for foreign tenderers.

3 PIN Certificate or its equivalent for foreign companies

4 Valid Tax Compliance Certificate or its equivalent for foreign

companies

5 Form of Tender

6 Price Schedule(s)

7 Declaration Form

8 Confidential Business Questionnaire (CBQ)

9 Duly completed Qualification Information Form. This should

include the required attachments as per the form

10 Proposed Work program(Work method & schedule)

11 Duly completed Site Visit Form

12 Copy of Contractor’s NCA Certificate of Registration for the

relevant category.

13 List of previous clients of the Contractor for similar works

indicating physical addresses.

14 Reference letters from previous clients of the Contractor for similar

works.

Four (4) Names with full contact as well as physical addresses of

previous clients of similar works together with a letter from each of

them confirming completion of the contracts on schedule.

17 List of Four (4) previous clients of the Sub-Contractor for similar

works indicating physical addresses.

18 Reference letters from four (4) previous clients of the Sub-

Contractor for similar works.

19 Priced Bill of Quantities (signed and stamped by bidder)

20 Duly completed Tender Form (Financial)

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21 Audited Financial Statements. The audited financial statements

Required must be those that are reported within eighteen (18)

Calendar months of the date of the tender document.

For companies or firms that are registered or incorporated

within the last one calendar year of the Date of the Tender

Document, they should submit certified copies of bank

statements covering a period of at least six months prior to

The date of the tender document. The copies should be

Certified by the Bank issuing the statements. The

Certification should be original.

22 Access to a credit facility

23 Any other document or item required by the Tender Document.

(The Tenderer shall specify such other documents or items it has

submitted)

*NOTES TO TENDERERS

1. Valid Tax Compliance Certificate shall be one issued by the relevant tax authorities

and valid for at least up to the tender closing date. All Kenyan registered Tenderers

must provide a valid Tax Compliance Certificate.

2. Foreign Tenderers must provide equivalent documents from their country of origin as

regards Tax Compliance Certificate OR statements certifying that the equivalent

documentation is not issued in the Tenderer’s country of origin. The Statement(s) that

equivalent documentation is not issued by the Tenderer’s country should be original

and issued by the Tax authorities in the Tenderer’s country of origin.

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TABLE OF PARAGRAPHS ON INSTRUCTIONS TO TENDERERS

Paragraph No. Headings Page No.

3.1 Definitions…………………………………………..…….……

3.2 Eligible Tenderers………………………………………...…….

3.3 Ineligible Tenderers……………………………………………..

3.4 Declarations of eligibility………………………………………..

3.5 Joint Venture………………………………………………….…

3.6 Time for completion of works…………………………………..

3.7 Source of Funding...............................................................…...

3.8 Conflict of Interest ………………………………………………

3.9 One Tender per Tenderer………………………………………..

3.10 Site Visit and pre-bid meeting…………………………………..

3.11 Cost of Tendering ………………………………………...……..

3.12 Contents of the Tender Document………………………………

3.13 Clarification of Documents………………………………...……

3.14 Amendment of Documents……………………………….……..

3.15 Language of Tender.……………………………………...….….

3.16 Documents Comprising the Tender.……………………...…….

3.17 Tender Form……………………………………………...……..

3.18 Tender Rates & Prices ………………………………………….

3.19 Tender Currencies……………………………………….…..…..

3.20 Tenderer’s Eligibility and Qualifications……………….…..….

3.21 Conformity of Works to Tender Documents………………...…

3.22 Demonstration(s), Inspection(s) and Test(s)…………….……..

3.23 Warranty…………………………………………………………

3.24 Tender Security……………………………………….…….……

3.25 Validity of Tenders …………………………………….…..……

3.26 Alternative Offers.…………………………………….…….……

3.27 Preparation and Signing of The Tender…………………..……..

3.28 Deadline for Submission of Tender ..…………………….….….

3.29 Modification and Withdrawal of Tenders……………….………

3.30 Opening of Tenders………………………………………….…...

3.31 Process to be Confidential………………………………………..

3.32 Clarification of Tenders and Contacting KPLC………………….

3.33 Preliminary Evaluation and Responsiveness………….………...

3.34 Minor Deviations, Errors or Oversights…………………………

3.35 Evaluation Criteria – Preliminary, Technical and Financial Evaluation

3.36 Financial Evaluation……………………………………………..

3.37 Preferences………………………………………………………

3.38 Tender Evaluation Period……………………………………….

3.39 Debarment of a Tenderer………………………………….……

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3.40 Confirmation of Qualification for Award……………………..

3.41 Award of Contract….………………………………………..….

3.42 Termination of Procurement Proceedings………………………

3.43 Notification of Award……………………………………………

3.44 Clarifications with lowest evaluated successful Tenderer ………

3.45 Signing of Contract ……………………………………….……..

3.46 Performance Security ……………………………………………

3.47 Corrupt or Fraudulent Practices……..……………………………

3.48 Supplier Performance Rating Scheme…………………………….

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SECTION III - INSTRUCTIONS TO TENDERERS (ITT)

3.1 Definitions

In this tender, unless the context or express provision otherwise requires: -

a) Any reference to any Act shall include any statutory extension, amendment,

modification, re-amendment or replacement of such Act and any rule,

regulation or order made there-under.

b) “Date of Tender Document” shall be the start date specified on the KPLC

tendering portal.

c) “Day” means calendar day and “month” means calendar month.

d) “KEBS” wherever appearing means the Kenya Bureau of Standards or its

successor(s) and assign(s) where the context so admits.

e) “PPRA” wherever appearing means The Public Procurement Regulatory

Authority or its successor(s) and assign(s) where the context so admits.

f) Reference to “the tender” or the “Tender Document” includes its appendices

and documents mentioned hereunder and any reference to this tender or to

any other document includes a reference to the other document as varied

supplemented and/or replaced in any manner from time to time.

g) “The Procuring Entity” means The Kenya Power and Lighting Company

Limited or its successor(s) and assign(s) where the context so admits

(hereinafter abbreviated as KPLC).

h) “The Tenderer” means the person(s) submitting its Tender for the

performance of Works in response to the Invitation to Tender. This may

include a business name, joint venture, private or public company,

government owned institution or any combination of one or more of them.

i) Where there are two or more persons included in the expression the

“Tenderer”, any act or default or omission by the Tenderer shall be deemed to

be an act, default or omission by any one or more of such persons.

j) Words importing the masculine gender only, include the feminine gender or (as

the case may be) the neutral gender.

k) Words importing the singular number only include the plural number and

vice-versa and where there are two or more persons included in the

expression the “Tenderer” the covenants, agreements and obligations

expressed to be made or performed by the Tenderer shall be deemed to be

made or performed by such persons jointly and severally.

l) “Works” means the construction, repair, renovation or demolition of

buildings, roads or other structures and includes the installation of equipment

and materials, site preparation and other incidental services.

m) KPLC’s “authorised person” shall mean its MD & CEO who is designated by

the PPAD Act 2015 to exercise such power, authority or discretion as is

required under the tender and any contract arising therefrom, or such other

KPLC staff delegated with such authority.

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n) Citizen contractors-means a person/firm wholly owned and controlled by

person(s) who are citizens of Kenya.

o) Local contractors- a firm shall be qualified as a local contractor if it is

registered in Kenya.

3.2 Eligible Tenderers

3.2.1 This Invitation to Tender is open to all Tenderers eligible as described in the Bid Data

Sheet. Successful Tenderers shall perform the Works in accordance with this tender

and the ensuing contract.

3.2.2 The classification of eligibility shall be in accordance with that maintained by

Kenya’s National Construction Authority or its successor responsible for the

classification of contractors.

3.2.3 Government or government owned institutions in Kenya may participate only if they

are legally and financially autonomous, if they operate under commercial law, are

registered by the relevant registration board or authorities and if they are not a

dependant agency of the Government.

3.2.4 Local Tenderers i.e. Kenyan registered companies whose operations are based in

Kenya shall satisfy all relevant licensing and/or registration with the appropriate

statutory bodies in Kenya such as the National Construction Authority or the Energy

Regulatory Commission.

3.2.5 Tenderers shall provide such evidence of their continued eligibility satisfactory to

KPLC as KPLC may reasonably request.

3.2.6 Tenderers (including all members of a joint venture and subcontractors) shall provide

a statement that they are not associated, or have not been associated in the past,

directly or indirectly, with the Consultant or any other entity that has prepared the

design, specifications, and other documents for this project or being proposed as

Project Manager for this Contract. A firm that has been engaged by the Employer to

provide consulting services for the preparation or supervision of the Works, and any

of its affiliates, shall not be eligible to tender.

3.2.7 In addition a tenderer is eligible to bid for this contract only if the tenderer satisfies

the following criteria—

(a) the tenderer has the legal capacity to enter into a contract for

procurement or asset disposal;

(b) the tenderer is not insolvent, in receivership, bankrupt or in the process

of being wound up;

(c) the tenderer, if a member of a regulated profession, has satisfied all the

professional requirements;

(d) the tenderer and his or her sub-contractor, if any, is not debarred;

(e) the tenderer has fulfilled tax obligations;

(f) the tenderer has not been convicted of corrupt or fraudulent practices;

and

(g) is not guilty of any serious violation of fair employment laws and

practices.

3.3 Ineligible Tenderers

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3.3.1 Notwithstanding any other provisions of this tender, the following are not eligible to

participate in the tender:-

a) KPLC’s employees, its Board or any of its committee members.

b) Any Public/State Officer of the Government of the Republic of Kenya

(GoK).

c) Any member of a Board or Committee or any department of GoK.

d) Any person appointed to any position by the President of Kenya.

e) Any person appointed to any position by any Cabinet Secretary of

GoK.

f) Any tenderer submitting false, inaccurate or incomplete information

about their qualifications.

3.3.2 In addition the tenderer shall be considered ineligible to bid, where in

case of a corporation, private company, partnership or other body, the tenderer, their

spouse, child or sub-contractor has substantial or controlling

interest and is found to be in contravention of the provisions of section 3.2.7 above.

3.3.3 Despite the provisions of section 3.3.1 and 3.3.2, a tenderer having a substantial or

controlling interest shall be eligible to bid where—

(a) such tenderer has declared any conflict of interest; and

(b) performance and price competition for that good, work or service is

not available or can only be sourced from that tenderer.

3.3.4 For the purposes of this paragraph, any relative i.e. spouse(s) and child(ren) of any

person mentioned in sub-paragraph 3.3.1 is also ineligible to participate in the tender.

In addition, a Cabinet Secretary shall include the President, Deputy President or the

Attorney General of GoK.

3.4 Declarations of Eligibility

3.4.1 Tenderers shall not be under declarations of ineligibility for corrupt, fraudulent

practices and are not amongst persons mentioned in sub-paragraphs 3.3.1 and 3.3.2

above.

3.4.2 Tenderers who are not under these declarations shall complete the Declaration Form

strictly in the form and content as prescribed at Section XI(v).

3.4.3 Those that are under the Declaration for corrupt and fraudulent practices whether

currently or in the past shall not complete the Form. They will submit a suitable Form

giving details, the nature and present status of their circumstances.

3.5 Joint Venture

3.5.1 Tenders submitted by a joint venture (JV) of two or more firms (consortium), as

partners shall comply with the following requirements: -

a) The Tender Form and in case of a successful tender, the Contract Agreement

Form, shall be signed so as to be legally binding on all partners of the joint

venture.

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b) One of the partners shall be nominated and authorized as being lead

contractor. The authorization shall be evidenced by submitting a Power of

Attorney signed by legally authorized signatories of all the partners/directors.

c) The Power of Attorney which shall accompany the tender, shall be granted by

the authorized signatories of all the partners as follows:-

(i.) for local and citizen contractors, before a Commissioner of Oaths or a

Notary Public or Magistrate of the Kenyan Judiciary.

(ii.) for a foreign bidder, before a Notary Public, or the equivalent of a

Notary Public, and in this regard the bidder shall provide satisfactory

proof of such equivalence.

d) The lead contractor shall be authorized to incur liability and receive

instructions for and on behalf of any and all the partners of the joint venture

and the entire execution of the contract including payment shall be done

exclusively with the lead contractor.

3.5.2 All partners of the joint venture shall be liable jointly and severally for the execution

of the contract in accordance with the contract terms, and a relevant statement to this

effect shall be included in the authorization mentioned in paragraph 3.5.1 (b) above as

well as in the Form of Tender and the Contract Agreement Form (in case of the

accepted tender).

3.5.3 The JV must be in either of the following forms –

a) A registered JV agreement. The registration may either be :-

(i.) At the Ministry of Transport, Infrastructure, Housing and Urban

Development or,

(ii.) At the Office of the Attorney General, or

b) A Letter of Intent to enter into a joint venture including a draft JV Agreement

indicating at least the part of the Works to be executed by the respective

partners.

a) The JV agreement should be signed by at least two directors from each

company or firm that is a party to the JV

b) The JV agreement must be under the company or firm seal

c) The Letter of Intent should be signed by at least one director from each

company or firm that is a party to the intended joint venture

3.5.4 A copy of the agreement entered into, or Letter of Intent by the joint venture partners

shall be submitted with the tender.

3.6 Time for Completion of Works

The successful Tenderer will be expected to complete the Works by the required

completion period as specified in the BDS.

3.7 Source of Funding

KPLC has set aside funds during the present financial year. It is intended that part of

the proceeds of funds will be applied to cover the eligible payments under the ensuing

contract for these Works.

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3.8 Conflict of Interest

3.8.1 A Tenderer (including all members of a joint venture and subcontractors) shall not

have a conflict of interest. A Tenderer found to have a conflict of interest shall be

disqualified. A Tenderer may be considered to have a conflict of interest with one or

more parties in this tendering process if they:-

a) are associated or have been associated in the past directly or indirectly with

employees or agents of KPLC or a member of the Board or committee of

KPLC

b) are associated or have been associated in the past directly or indirectly with a

firm or company or any of their affiliates which have been engaged by KPLC

to provide consulting services for the preparation of the design, specifications,

and other documents to be used for the execution, completion and

maintenance of the Works under this Invitation to Tender

c) have controlling shareholders in common with (b) above

d) receive or have received any direct or indirect subsidy from any of them

e) have a relationship with each other, either directly or through common third

parties, that puts them in a position to have access to information about, or

influence on the tender of another Tenderer, or influence the decisions of

KPLC regarding this tendering process

f) submit more than one Tender in this tendering process.

3.8.2 A Tenderer will be considered to have a conflict of interest if they participated as a

consultant in the preparation of the design or technical specification of the Works and

related services that are the subject of this Tender.

3.9 One Tender per Tenderer

3.9.1 A firm or company shall submit only one Tender in the same tendering process, either

individually or as a partner in a joint venture.

3.9.2 No firm or company can be a sub-contractor while submitting a Tender individually

or as a partner in a joint venture in the same tendering process.

3.9.3 A company or firm, if acting in the capacity of sub-contractor in any Tender may

participate in more than one Tender but only in that capacity.

3.9.4 A Tenderer who submits or participates in more than one tender (other than as a sub-

contractor or in cases of alternatives that have been permitted or requested) will

cause all tenders in which the Tenderer has participated to be disqualified.

3.10 Site Visit and Pre-Bid Meeting

3.10.1 The Tenderer, at the Tenderer’s own responsibility and risk is advised to visit and

examine the site of Works and its surrounding and obtain all information that may be

necessary for preparing the tender and entering into a contract for the Works. The cost

of visiting the site shall be at the Tenderer’s own expense.

3.10.2 KPLC may conduct a site visit and pre-bid meeting. The purpose of the pre-bid

meeting shall be to clarify issues and answer any questions that may be raised at that

stage.

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3.10.3 The Tenderer’s designated representative is invited to attend a site visit and per-bid

meeting which if convened will take place at the venue and time stipulated in the

BDS.

3.10.4 The Tenderer is requested as far as possible to submit any questions in writing or by

electronic means to reach the Project Manager before the pre-bid meeting.

3.10.5 Minutes of the pre-bid meeting including the text of the questions raised and the

responses given together with any response prepared after the pre-bid meeting will be

transmitted within the time stated in the BDS to all purchasers of the Tender

Document.

3.10.6 Non-attendance during the site visit or the pre-bid meeting will not be a cause of

disqualification of the Tender unless specified to the contrary in the BDS.

3.11 Cost of Tendering

3.11.1 The Tenderer shall bear all costs associated with the preparation and submission of its

Tender. KPLC will in no case be responsible or liable for those costs, regardless of

the conduct or outcome of the tendering process.

3.12 Contents of the Tender Document

3.12.1 The Tender Document comprises the documents listed below and Addendum (where

applicable) issued in accordance with paragraph 3.14 of these Instructions to

Tenderers: -

a) Invitation to Tender

b) Tender Submission Checklist

c) Instructions to Tenderers

d) Bid Data Sheet

e) Conditions of Contract

f) Special Conditions of Contract

g) Specifications

h) Drawings

i) Bill of Quantities

j) Summary of Evaluation Process

k) Tender Form

l) Confidential Business Questionnaire Form

m) Tender Security Forms

n) Declaration Form

o) Contract Form Agreement

p) Performance Security Forms

q) Evaluation Criteria

r) Proposed Work Program (Work method & schedule)

3.12.2 The Tenderer is expected to examine all instructions, forms, provisions, terms and

specifications in the Tender Document. Failure to furnish all information required by

the Tender Document or to submit a tender not substantially responsive to the Tender

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Document in every respect will be at the Tenderer’s risk and may result in the

rejection of its Tender.

3.12.3 All recipients of the documents for the proposed Contract for the purpose of

submitting a tender (whether they submit a tender or not) shall treat the details of the

documents as “Private and Confidential”.

3.13 Clarification of Documents

A prospective Tenderer requiring any clarification of the Tender Document may

notify the General Manager Supply Chain in writing and ensure receipt is

acknowledged at KPLC’s Physical address indicated on the Tender Document. KPLC

will respond in writing to any request for clarification of the Tender documents,

which it receives not later than seven (7) days prior to the deadline for the submission

of Tenders, prescribed by KPLC. Written copies of KPLC’s response (including an

explanation of the query but without identifying the source of inquiry) will be

published and accessible to all prospective Tenderers on the KPLC’s tendering portal.

3.14 Amendment of Documents

3.14.1 At any time prior to the deadline for submission of Tenders, KPLC, for any reason,

whether at its own initiative or in response to a clarification requested by a

prospective Tenderer, may modify the tender documents by amendment.

3.14.2 All prospective Tenderers that have registered in the portal for the Tender will be

notified of the amendment(s) (hereinafter referred to or otherwise known as

addendum) in writing and will be binding on them.

3.14.3 In order to allow prospective Tenderers reasonable time in which to take the

amendment into account in preparing their Tenders, KPLC, at its discretion, may

extend the deadline for the submission of Tenders.

3.15 Language of Tender

The Tender prepared by the Tenderer, as well as all correspondence and documents

relating to the tender, exchanged between the Tenderer and KPLC, shall be written in

English language, provided that any printed literature furnished by the Tenderer may

be written in another language provided that they are accompanied by an accurate

English translation of the relevant passages in which case, for purposes of

interpretation of the Tender, the English translation shall govern. The English

translation shall be on the Tenderer’s letterhead and shall be signed by the duly

authorized signatory signing the Tender and stamped with the Tenderer’s stamp.

3.16 Documents Comprising the Tender

The Tender prepared and submitted by the Tenderers shall include but not be limited

to all the following components: -

a) Declaration Form, Tender Form and Priced Bill of Quantities (BQ) duly

completed

b) Documentary evidence that the Works and any ancillary services thereto to be

performed by the Tenderer conform to the tender documents

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c) Technical Proposal in sufficient detail to demonstrate the adequacy of the

Tenderer’s proposal to meet the Works requirements and the completion time.

Those details should include the following:-

(i.) a statement of work methods and schedule i.e. Methodology

(ii.) major items of equipment proposed to carry out the Contract

(iii) an undertaking that the items in c (ii) will be available for the

execution of the Contract.

d) Tender Security furnished in accordance with the Tender requirements

e) Power of Attorney authorizing the signatory of the Tender to commit the

Tenderer in accordance with the Tender requirements.

f) A detailed list of previous clients as prescribed in the BDS for similar Works

on tender and their contact addresses including e-mail shall be submitted with

the Tender for the purpose of reference, or for evaluation

g) Statement of Deviations, if any, from the tender requirements on a separate

sheet of paper clearly indicating –

(i.) the specific tender document requirement

(ii.) the deviation proposed by the Tenderer

(iii.) the technical specifications of the deviation

(iv.) the design, if any, of the deviation

(v.) justification or reason for the deviation

(vi.) the Tenderer’s cost of that deviation and the Tenderer’s estimate of the

cost of complying with KPLC’s requirement without the deviation.

h) In case of a tender submitted by a joint venture, either of the following –

(i.) the registered joint venture agreement, or,

(ii.) a Letter of Intent to enter into a joint venture including a draft JV

agreement indicating at least the part of the Works to be executed by

the respective partners.

j) Any information or other materials required to be completed and submitted by

Tenderers as specified in the Tender Document

3.17 Tender Form

The Tenderer shall complete and sign the Tender Form and all other documents

furnished in the Tender Document, indicating the Works to be performed, a brief

description of the Works, quantities, and prices amongst other information required.

3.18 Tender Rates and Prices

3.18.1 The Tenderer shall indicate on the appropriate BQs, the unit rates and prices (where

applicable) and total tender price of the Works it proposes to perform under the

contract.

3.18.2 The Tenderer shall fill in rates and prices for all items of the Works described in the

BQs. Items for which no rates or price is entered by the Tenderer will not be paid for

by KPLC when executed and shall be deemed covered by other rates and prices in the

BQs.

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3.18.3 Prices and rates indicated on the BQs shall be of all costs for the Works including

insurances, duties, Value Added Tax (V.A.T) and other taxes payable. No other basis

shall be accepted for evaluation, award or otherwise.

3.18.4 BQ rates and prices to be submitted (quoted) by the Tenderer shall remain fixed for

the contract duration.

3.19 Tender Currencies

3.19.1 For Works that the Tenderer will provide from within or outside Kenya, the prices

shall be quoted in Kenya Shillings, or in another freely convertible currency in Kenya.

The currency quoted must be indicated clearly on the Price Schedule of Services.

3.19.2 The exchange rate to be used for currency conversion shall be the Central Bank of

Kenya selling rate prevailing on the Tender closing date. (Please visit the Central

Bank of Kenya website).

3.20 Tenderer’s Eligibility and Qualifications

3.20.1 Pursuant to paragraph 3.16, the Tenderer shall furnish, as part of its Tender,

documents establishing the Tenderer’s eligibility to tender and its qualifications to

execute, complete and maintain the Works in the contract if its Tender is accepted.

3.20.2 The documentary evidence of the Tenderer’s qualifications to perform the contract if

its Tender is accepted shall be established to KPLC’s satisfaction –

a) that the Tenderer has the financial capability necessary to perform the

contract. The Tenderer shall be required to provide -

(i.) Audited Financial Statements (Audited Accounts) that are reported

within eighteen (18) calendar months of the date of the tender

document. The Statements must be stamped and signed. The Auditors

must be currently registered by ICPAK.

(ii.) For companies or firms that are registered or incorporated within the

last one calendar year of the Date of the Tender Document, they

should submit certified copies of bank statements covering a period of

at least six (6) months prior to the Date of the Tender Document. The

copies should be certified by the Bank issuing the statements. The

certification should be original.

(iii.) A valid and current Tax Compliance Certificate (TCC) issued by KRA.

The Tenderer is strongly advised to confirm the authenticity of the

TCC with KRA’s Compliance Department to avoid rejection of its

Tender.

(iv.) evidence of adequacy of working capital for this Contract eg. access to

line(s) of credit and availability of other financial resources

b) that the Tenderer has the technical and management capability necessary to

perform the contract. These are as per the Qualification Information Form

which includes :-

(i.) documents showing certifications, qualifications and experience of key

site management and technical personnel proposed for the Contract.

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(ii.) employment records including contracts of employment for all key

personnel and their certifications

(iii.) The Tenderer’s undertaking that the key site management and

technical personnel will be available for the contract

(iv.) List and evidence of ownership/lease of contractor’s equipment

proposed for carrying out the Works

c) that the Tenderer is duly classified and currently registered by the NCA as

capable of performing the Works under the contract. The Tenderer will furnish

KPLC with a copy of the registration certificate and copy of renewal receipt.

KPLC reserves the right to subject the certificate and receipt to

authentication.

d) information regarding any litigation or arbitration current or during the last

five (5) years, in which the Tenderer is involved, the parties concerned and

disputed amount; and

e) detailed proposals for subcontracting components of the Works amounting to

more than twenty percent (20%) of the Contract Price.

f) tenderers confirmation that at least forty percent of their supplies is sourced

from citizen contractors.

3.20.3 Tenderers with a record of unsatisfactory or default in performance obligations in any

contract shall not be considered for evaluation or award. For the avoidance of doubt,

this shall include any Tenderer with unresolved case(s) in its obligations for more

than two (2) months in any contract.

3.21 Conformity of Works to Tender Documents

3.21.1 The Tenderer shall furnish, as part of its tender, documents establishing the

conformity to the Tender Document of all the Works that the Tenderer proposes to

perform under the contract.

3.21.2 The documentary evidence of conformity of the Works to the Tender Document may

be in the form of literature, drawings, and data, and shall (where applicable) consist

of: -

a) a detailed description of the essential technical and performance

characteristics of the Works whether in catalogues, drawings or otherwise,

b) a list giving full particulars, including available source and current prices of

spare parts, special tools and other incidental apparatus necessary for the

proper and continuing performance of the Works for a minimum period of six

(6) months following usage of the Works after the official handing over to

KPLC, and,

c) duly completed BQs’ in compliance with KPLC’s BQs’ requirements or, a

Statement of Deviations and exceptions to the provisions of KPLC’s BQs’.

3.21.3 For purposes of the documentary and other evidence to be furnished pursuant to sub-

paragraphs 3.21.1, 3.21.2 and paragraph 3.22, the Tenderer shall note that standards

for workmanship, material, and equipment, designated by KPLC in its BQs’ are

intended to be descriptive only and not restrictive. The Tenderer may adopt higher

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standards in its Tender, provided that it demonstrates to KPLC’s satisfaction that the

substitutions ensure substantial equivalence to those designated in the BQs’.

3.22 Demonstration(s), Inspection(s) and Test(s)

3.22.1 Where required, all Tenderers shall demonstrate ability of performance of the required

Works in conformity with the Bills of Quantities and Specifications.

3.22.2 KPLC or its representative(s) shall have the right to inspect/ test the Tenderer’s

capacity, equipment, premises, and to confirm their conformity to the tender

requirements. This shall include the quality management system. KPLC’s

representative(s) retained for these purposes shall provide appropriate identification at

the time of such inspection/ test.

3.22.3 KPLC shall meet its own costs of the inspection/ test. Where conducted on the

premises of the Tenderer(s), all reasonable facilities and assistance, including access

to drawings and production data, shall be furnished to the inspectors at no charge to

KPLC.

3.22.4 Demonstration, Inspection/ Test Report(s) shall be completed upon conclusion of the

inspection/ tests. This Report will be considered at time of evaluation and or award.

3.23 Warranty

3.23.1 Where required in the Tender, all Tenderers must also provide a Warranty that

warrants that any part of the Works that comprises any equipment, the equipment to

be provided under the contract are new, unused and or are of the most recent or

current specification and incorporate all recent improvements in design and materials

unless provided otherwise in the Tender. The Tenderer further warrants that any

materials/ equipment to be provided under this contract shall have no defect arising

from manufacture, materials or workmanship or from any act or omission of the

Tenderer that may develop under normal use of the materials/ equipment provided

under the conditions obtaining in Kenya.

3.23.2 The Warranty will remain valid for a minimum of six (6) months after the equipment,

materials, workmanship or any part thereof as the case may be, have been used or

provided or performed as indicated in the contract.

3.24 Tender Security

3.24.1 The Tenderer shall furnish, as part of its Tender, a tender security for the

amount specified in the BDS. The Original Tender Security, in a clearly

labelled envelop, shall be deposited in the Tender Security Box on 3rd Floor

Reception Supply Chain -Stima Plaza on or before the opening date and time

and receipt acknowledged by KPLC evidenced by a stamped copy.

3.24.2 The tender security shall be either one or a combination of the following:-

a) an original Bank Guarantee that is strictly in the form and content as

prescribed in the Tender Security Form (Bank Guarantee) in the Tender

Document.

b) For local bidders, Standby Letters of Credit (LC). All costs, expenses and

charges levied by all banks party to the LC shall be prepaid/borne by the

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Tenderer. The LC must contain all the mandatory conditions of payment to

KPLC as prescribed in the Tender Security (Letters of Credit) provided in the

Tender Document.

c) For foreign bidders, Standby Letters of Credit (LC) confirmed by a bank in

Kenya. All costs, expenses and charges levied by all banks party to the LC

including confirmation charges shall be prepaid/borne by the Tenderer. The

LC must contain all the mandatory conditions of payment to KPLC as

prescribed in the Tender Security (Letters of Credit) provided in the Tender

Document.

d) An original Guarantee by a deposit taking Microfinance Institution, Sacco

Society, Youth Enterprise Development Fund or the Women Enterprise Fund,

that is strictly in the form and content as prescribed in the Tender Security

Form

3.24.3 The Tender Security is required to protect KPLC against the risk of the Tenderer’s

conduct which would warrant the security’s forfeiture pursuant to paragraph 3.24.10.

3.24.4 The Tender Security shall be denominated in Kenya Shillings or in another freely

convertible currency, and shall be issued by a commercial bank licensed by the

Central Bank of Kenya. The bank must be located in Kenya.

3.24.5 The Tender Security shall be valid for thirty (30) days beyond the validity of the

tender.

3.24.6 KPLC shall seek authentication of the Tender Security from the issuing bank. It is the

responsibility of the Tenderer to sensitize its issuing bank on the need to respond

directly and expeditiously to queries from KPLC. The period for response shall not

exceed five (5) days from the date of KPLC’s query. Should there be no conclusive

response by the bank within this period, such Tenderer’s Tender Security may be

deemed as invalid and the bid rejected.

3.24.7 Any Tender not secured in accordance with this paragraph will be rejected by KPLC

as non-responsive, pursuant to paragraph 3.35.

3.24.8 The unsuccessful Tenderer’s Tender Security will be released as promptly as possible,

in any of the following circumstances: -

a) the procurement proceedings are terminated

b) KPLC determines that none of the submitted Tenders is responsive

c) a contract for the procurement is entered into

d) the Tenderer does not qualify for Financial Evaluation in accordance with

paragraph 3.37.

3.24.9 The successful Tenderer’s Tender Security will be released upon the successful

Tenderer’s signing the contract, pursuant to paragraph 3.47 and furnishing an

authentic Performance Security, pursuant to paragraph 3.48.

3.24.10 The Tender Security shall be forfeited –

a) if the Tenderer withdraws its Tender after the deadline for submitting Tenders

but before the expiry of the period during which the Tenders must remain

valid

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b) if the Tenderer fails to enter into a written contract in accordance with

paragraph 3.47

c) if the successful Tenderer fails to furnish the performance security in

accordance with paragraph 3.48

d) if the Tenderer fails to extend the validity of the tender security where KPLC

has extended the tender validity period in accordance with paragraph 3.25.

3.24.11 In cases of a JV bid, without prejudice to the provisions relating to a JV, the Tender

Security may be in the name of any or all parties to the JV and the above provisions

on Tender Security shall apply.

3.25 Validity of Tenders

3.25.1 Tenders shall remain valid for one hundred and twenty (120) days after the date of

tender opening as specified in the Invitation to Tender or as otherwise may be

prescribed by KPLC, pursuant to paragraph 3.30. A Tender that is valid for a shorter

period shall be rejected by KPLC as non-responsive.

3.25.2 In exceptional circumstances, KPLC may extend the Tender validity period. The

extension shall be made in writing. The tender security provided under paragraph 3.24

shall also be extended. A Tenderer shall not be required nor permitted to modify its

tender during the extended period.

3.26 Alternative Offers

Only main offers shall be considered, as alternative offers are not acceptable.

3.27 Preparation and Signing of the Tender

3.27.1 The Original and all copies of the Tender shall be typed or written in indelible ink.

They shall be signed by the Tenderer or a person or persons duly authorized to bind

the Tenderer to the contract.

3.27.2 The authorization shall be indicated by a written Power of Attorney granted by the

Tenderer to the authorized person before any of the following persons:-

a) For local Tenderers, a Commissioner of Oaths or a Notary Public or a

Magistrate of the Kenyan Judiciary.

b) For foreign Tenderers, a Notary Public in the country of the Tenderer.

In either case above, the Power of Attorney shall accompany the Tender.

3.27.3 All pages of the Tender, including un-amended printed literature, shall be initialled by

the person or persons signing the Tender and serially numbered.

3.27.4 The Tender shall have no interlineations, erasures, or overwriting except as necessary

to correct errors made by the Tenderer, in which case such corrections shall be

initialled by the person or persons signing the Tender.

3.27.5 KPLC will assume no responsibility whatsoever for the Tenderer’s failure to comply

with or observe the entire contents of this paragraph.

3.27.6 Any Tender not prepared and signed in accordance with this paragraph may be rejected

by KPLC as non-responsive, pursuant to paragraph 3.35.

3.28 Deadline for Submission of Tenders

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3.28.1 Tenders must be received by KPLC by the date and time specified in KPLC’s

tendering portal in PDF form.

3.28.2 KPLC may, at its discretion, extend this deadline for submission of Tenders by

amending the tender documents in accordance with paragraph 3.14, in which

case all rights and obligations of KPLC and the Tenderer previously subject to

the initial deadline, will therefore be subject to the deadline as extended.

3.29 Modification and Withdrawal of Tenders

3.29.1 The Tenderer may modify or withdraw its Tender after it has submitted, provided that

the modification, including substitution or withdrawal of the Tender is received by

KPLC prior to the deadline prescribed for submission of tenders.

3.29.2 No Tender may be modified after the deadline for submission of Tenders.

3.29.3 No Tender may be withdrawn in the interval between the deadline for submission of

tenders and the expiration of the period during which the Tender must remain valid

except where KPLC extends the initial validity period. Any withdrawal of a Tender

during this interval shall result in forfeiture of the Tenderer’s Tender Security except

where KPLC extends the initial validity period.

3.30 Opening of Tenders

3.30.1 KPLC shall open all Tenders promptly at the date and time specified in the KPLC

tendering portal and at the location specified in the Invitation to Tender or as may

otherwise be indicated.

3.30.2 The Tenderer’s names, tender modifications or withdrawals, the presence or absence

of requisite Tender Security and such other details as KPLC, at its discretion, may

consider appropriate, will be announced at the opening.

3.30.3 At the Tender opening, tender prices, discounts, and such other details as KPLC, at its

discretion, may consider appropriate will be read out.

3.30.4 The Tenderers or their representatives may attend the opening and those present shall

sign a register evidencing their attendance.

3.31 Process to be Confidential

3.31.1 After the first opening of tenders, information relating to the examination,

clarification, evaluation and comparisons of tenders and recommendations arising

there-from shall not be disclosed to a Tenderer or other person(s) not officially

concerned with such process until conclusion of that process.

3.31.2 Conclusion of that process shall be deemed to have occurred, at the latest, by the date

and time KPLC notifies the successful bidder(s). In any event, official disclosure by

KPLC of any information upon conclusion of that process may only be to the

unsuccessful bidders and may contain only the information permissible by law in

summary form.

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3.31.3 Any effort by a Tenderer to influence KPLC or any of its staff members in the process

of examination, evaluation and comparison of tenders and information or decisions

concerning the Tender may result in the disqualification of the Tenderer.

3.32 Clarification of Tenders and Contacting KPLC

3.32.1 To assist in the examination, evaluation and comparison of Tenders KPLC may, at its

discretion, ask the Tenderer for a clarification of its Tender. The request for

clarification and the response shall be in writing, and no change in the rates and prices

or substance of the Tender shall be sought, offered, or permitted.

3.32.2 The Tenderer is required to provide timely clarification or substantiation of the

information that is essential for effective evaluation of its qualifications. It is the

responsibility of the Tenderer to provide in writing the clarification or substantiation

which should reach KPLC within five (5) days from the date of KPLC’s query. Such

writing may include by electronic mail, facsimile or postal mail. Should there be no

conclusive response within this period, it shall result in the Tenderer’s

disqualification.

3.32.3 Save as is provided in this paragraph and paragraph 3.31 above, no Tenderer shall

contact KPLC on any matter related to its Tender, from the time of the tender

openings to the time the contract is awarded.

3.32.4 Any effort by a Tenderer to influence KPLC in its decisions on tender evaluation,

tender comparison, tender recommendation(s) or contract award may result in the

rejection of the Tenderer’s Tender.

3.33 Preliminary Evaluation and Responsiveness

3.33.1 Prior to the detailed Technical and Financial evaluation, KPLC will determine the

substantial responsiveness of each Tender. For purposes of this tender, a substantially

responsive Tender is one that conforms to the requirements of Preliminary Evaluation.

KPLC’s determination of a Tender’s responsiveness is to be based on the contents of

the Tender itself without recourse to extrinsic evidence.

3.33.2 KPLC will examine the Tenders to determine whether they conform to the

Preliminary Evaluation Criteria set out in Section X Summary of Evaluation Process

(Evaluation Criteria).

3.33.3 Notwithstanding the contents of the foregoing sub-paragraphs, if a Tender is not

substantially responsive, it will be rejected at the earliest stage of evaluation by KPLC

and cannot subsequently be made responsive by the Tenderer by correction of any

non–conformity.

3.34 Minor Deviations, Errors or Oversights

3.34.1 KPLC may waive any minor deviation in a Tender that does not materially depart

from the requirements of the Works set out in the Tender Document.

3.34.2 Such minor deviation -

3.34.2.1 shall be quantified to the extent possible

3.34.2.2 shall be taken into account in the evaluation process, and,

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3.34.2.3 shall be applied uniformly and consistently to all qualified Tenders duly

received by KPLC.

3.34.3 KPLC may waive errors and oversights that can be corrected without affecting the

substance of the Tender.

3.34.4 A material deviation or reservation is one –

a) which affects in any substantial way the scope, quality, or performance of the

works;

b) which limits in any substantial way, inconsistent with the tendering

documents, KPLC’s rights or the Tenderer’s obligations under the Contract;

or,

c) whose rectification would affect unfairly the competitive position of other

Tenderers presenting responsive tenders.

3.35 Evaluation Criteria – Preliminary, Technical and Financial

(a) The Tenders submitted will be evaluated in three stages; Preliminary,

Technical and Financial. Tenderers will proceed to the Technical Stage

only if they qualify in compliance with Preliminary Evaluation. Only

technical bids that attain a minimum score of 75% will be eligible for

financial evaluation as detailed in (c) below.

The evaluation criteria will be based on the following weights:

a. Technical score weight - 70%

b. Financial score weight - 30%

(b) The criteria to be followed at the Technical Evaluation stage is

contained in Evaluation Process, and Bidders are urged to follow the

format outlined therein which is critical in determining the

responsiveness of the bids.

(c) To be eligible for the Financial Evaluation, bidders must score at least

seventy (75) out of one hundred (100) at the Technical Evaluation

stage. Each responsive tender will be given a technical score (St). A

tender shall be rejected at this stage if it fails to achieve the minimum

technical score.

(d) The Evaluation Committee will determine whether the financial

proposals are complete (i.e. whether the tenderer has costed all the

items of the corresponding Technical Proposal and correct any

computational errors). The cost of any unpriced items shall be assumed

to be included in other costs in the proposal. In all cases, the total

price of the Financial Proposal as submitted shall prevail.

(e) The formulae for determining the Financial Score (Sf) shall, unless an

alternative formulae is indicated in the Appendix “ITT”, be as

follows:-

Sf = 100 X FM/F where Sf is the financial score; Fm is the lowest

priced financial proposal and F is the price of the proposal under

26


consideration. Proposals will be ranked according to their combined

technical (St) and financial (Sf) scores using the weights (T=the weight

given to the Technical Proposal: P = the weight given to the Financial

Proposal; T + p = I) indicated in the Appendix. The combined

technical and financial score, S, is calculated as follows: - S = St x T %

+ Sf x P %. The firm achieving the highest combined technical and

financial score can be invited for negotiations.

1.1 If a tender is not substantially responsive, it will be rejected, and may not

subsequently be made responsive by correction or withdrawal of the non-

conforming deviation or reservation.

1.2 Tenders determined to be substantially responsive will be checked for any

arithmetic errors. Errors will be corrected as follows:

(a) where there is a discrepancy between the amount in figures and the

amount in words, the amount in words will prevail; and

(b) where there is a discrepancy between the unit rate and the line item

total resulting from multiplying the unit rate by the quantity, the unit

rate as quoted will prevail, unless in the opinion of the Employer, there

is an obvious typographical error, in which case the adjustment will be

made to the entry containing that error.

(c) In the event of a discrepancy between the tender amount as stated in

the Form of Tender and the corrected tender figure in the main

summary of the Bill of Quantities, the amount as stated in the Form of

Tender shall prevail.

(d) The Error Correction Factor shall be computed by expressing the

difference between the tender amount and the corrected tender sum as

a percentage of the corrected Builder’s Work (i.e. Corrected tender

sum less P.C. and Provisional Sums)

(e) The Error Correction Factor shall be applied to all Builder’s Work (as

a rebate or addition as the case may be) for the purposes of valuations

for Interim Certificates and valuation of variations.

(f) the amount stated in the tender will be adjusted in accordance with the

above procedure for the correction of errors and, with

concurrence of the tenderer, shall be considered as binding upon the

tenderer. If the tenderer does not accept the corrected amount, the

tender may be rejected and the Tender Security may be forfeited in

accordance with clause 3.11.

1.3 The Employer will evaluate and compare only the tenders determined to be

substantially responsive in accordance with Clause 5.5.

1.4 In evaluating the tenders, the Employer will determine for each tender the

evaluated tender price by adjusting the tender price as follows:

(a) making any correction for errors pursuant to clause 5.7;

27


(b) excluding provisional sums and the provision, if any, for contingencies

in the Bill of Quantities, but including Dayworks where priced

competitively.

(c) making an appropriate adjustment for any other acceptable variations,

deviations, or alternative offers submitted in accordance with clause

3.12; and

(d) making appropriate adjustments to reflect discounts or other price

modifications offered in accordance with clause 4.6

1.5 The Employer reserves the right to accept or reject any variation, deviation, or

alternative offer. Variations, deviations, and alternative offers and other

factors which are in excess of the requirements of the tender documents or

otherwise result in unsolicited benefits for the Employer will not be taken into

account in tender evaluation.

1.6 The tenderer shall not influence the Employer on any matter relating to his

tender from the time of the tender opening to the time the Contract is awarded.

Any effort by the Tenderer to influence the Employer or his employees in his

decision on tender evaluation, tender comparison or Contract award may result

in the rejection of the tender.

1.7 Firms incorporated in Kenya where indigenous Kenyans own 51% or more of

the share capital shall be allowed a 20% preferential bias provided that they do

not sub-contract work valued at more than 20% of the Contract Price

excluding Provisional Sums to an non-indigenous sub-contractor.

3.36 Financial Evaluation

3.36.1 The financial evaluation and comparison shall be as set out in the Summary of

Evaluation Process. The comparison shall be -

a) of the rates and prices including all costs as well as duties and taxes payable

on all the materials to be used in the execution of the Works.

b) deviations in Payment Schedule from that specified in the Special Conditions

of Contract

3.36.2 Where other currencies are used, KPLC will convert those currencies to the same

currency using the selling exchange rate prevailing on the date of tender closing

provided by the Central Bank of Kenya.

3.37 Preferences

3.37.1 Subject to availability and realization of the applicable international or local

standards, only such manufactured articles, materials or supplies wholly mined and

produced in Kenya shall be subject to preferential procurement.

3.37.2 Despite the above provisions, preference shall be given to —

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(a) manufactured articles, materials and supplies partially mined or produced

in Kenya or where applicable have been assembled in Kenya; or

(b) firms where Kenyans are shareholders.

3.37.3 The threshold for the provision under 3.30.2 (b) shall be above fifty-one percent of

Kenyan shareholders.

3.37.4 In the evaluation of tenders, exclusive preference shall be given to citizen contractors

where the amount of the tender as evaluated is below KShs. 500 Million in respect of

works.

3.37.5 For purposes of this paragraph the Tenderer shall submit with its Tender, the

following documents:-

a) a valid copy of certificate or letter of Confirmation of Ownership or

Partnerships and Shareholding (CR12) issued and signed by the Registrar of

Companies or Registrar of Business Names both of the Office of the Attorney

General of Kenya.

b) The certificate must not be more than three (3) months old from the Date of

the Tender Document. KPLC reserves the right to subject the certificate to

authentication.

c) A copy of the Memorandum and Articles of Association of the company

d) In JV, sub-contracting or other contractual arrangements, copies of the

Memorandum and Articles of Association of each company in the JV, sub-

contracting or other contractual arrangements.

3.38 Tender Evaluation Period

3.38.1 The tender evaluation committee may conduct and complete a preliminary, technical

and financial evaluation of the tender within the validity period.

3.39 Debarment of a Tenderer

A Tenderer who gives false information in the Tender about its qualification or who

refuses to enter into a contract after notification of contract award shall be considered

for debarment from participating in future public procurement.

3.40 Confirmation of Qualification for Award

3.40.1 KPLC may confirm to its satisfaction whether the Tenderer that is selected as having

submitted the lowest evaluated responsive tender is qualified to perform the contract

satisfactorily.

3.40.2 The confirmation will take into account the Tenderer’s financial, technical, and

performance capabilities. It will be based upon an examination of the documentary

evidence of the Tenderer’s qualifications submitted by the Tenderer, pursuant to

paragraph 3.20 as well as confirmation of such other information as KPLC deems

necessary and appropriate. This may include factory, office and other facilities

inspection and audits.

3.40.3 An affirmative confirmation will be a prerequisite for award of the contract to the

Tenderer. A negative confirmation will result in rejection of the Tenderer’s Tender, in

29


which event KPLC will proceed to the next lowest evaluated responsive tender to

make a similar confirmation of that Tenderer’s capabilities to perform satisfactorily.

3.41 Award of Contract

3.41.1 KPLC will award the contract to the successful Tenderer whose Tender has been

determined to be substantially responsive, compliant with the evaluation criteria and

has been determined to be the lowest evaluated tender, and further, where deemed

necessary, that the Tenderer is confirmed to be qualified to perform the contract

satisfactorily.

3.42 Termination of Procurement Proceedings

3.42.1 KPLC may at any time terminate procurement proceedings before contract award and

shall not be liable to any person for the termination.

3.42.2 KPLC shall give prompt notice of the termination to the Tenderers, and, on request

from any Tenderer, give its reasons for termination within fourteen (14) days of such

request.

3.43 Notification of Award

3.43.1 Prior to the expiration of the period of tender validity, KPLC shall notify the

successful Tenderer in writing that its Tender has been accepted.

3.43.2 The notification of award shall not constitute the formation of the contract until one is

finally signed by both parties.

3.43.3 Simultaneously, and without prejudice to the contents of paragraph 3.32, on issuance

of Notification of Award to the successful Tenderer, KPLC shall notify each

unsuccessful Tenderer.

3.43.4 A notification of the tender outcome does not reduce the validity period for any tender

security whether the Tenderer is successful or not, except where such tender security

is officially released to the Bank and/or the Tenderer and such Bank discharged of all

its obligations by KPLC prior to the expiry of its stated validity period.

3.44 Clarifications with Lowest Evaluated Successful Tenderer

3.44.1 Clarifications may be undertaken with the lowest responsive evaluated Tenderer

relating to any or all of the following areas:-

a) A minor alteration to the technical details of the BQ’s

b) Reduction of quantities for budgetary reasons where the reduction is in excess

of any provided for in the Tender Document

c) A minor amendment to the Special Conditions of Contract.

d) Finalising payment arrangements (excluding any Advance Payment)

e) Mobilisation arrangements eg. operational details (excluding any Advance

Payment)

f) Agreeing final delivery or Work Plans to accommodate and changes required

by KPLC.

g) Methodology and Staffing

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h) Clarifying details that were not apparent or could not be finalized at the time

of tendering

3.44.2 Clarifications shall not change the substance of the Tender.

3.45 Signing of Contract

3.45.1 At the same time as KPLC notifies the successful Tenderer that its Tender has been

accepted, KPLC will send the Tenderer the Contract Agreement provided in the

Tender Document together with any other necessary documents incorporating all

agreements between the Parties.

3.45.2 Within fourteen (14) days of the date of notification of award, the successful Tenderer

shall only sign the Contract Form and all the documents specified in that Form and

return them to KPLC within that period of fourteen (14) days.

3.45.3 KPLC shall sign and date the Contract not earlier than fourteen (14) days from the

date of notification of contract award. Further, KPLC shall not sign the contract until

and unless the authentic performance security is received in accordance with

paragraph 3.46.

3.45.4 Failure of the successful Tenderer to sign the Contract, the award shall be annulled

and its tender security forfeited in which event KPLC shall notify the next lowest

evaluated Tenderer that its Tender has been accepted.

3.45.5 Paragraph 3.43 together with the provisions of this paragraph 3.45 will apply with

necessary modifications with respect to the Tenderer notified under sub-paragraph

3.45.4.

3.46 Performance Security

3.46.1 Within fourteen (14) days of the date of notification of award from KPLC, the

successful Tenderer shall furnish KPLC with a Performance Security which shall be

either one or a combination of the following:


prescribed in the Performance Security Form (Bank Guarantee) in the Tender

Document.

b) For local bidders, Standby Letters of Credit (LC). All costs, expenses and




Tender Document.

c) For foreign bidders, Standby Letters of Credit (LC) confirmed by a bank in





Document.

3.46.2 The Performance Security shall be issued by a commercial bank licensed by the

Central Bank of Kenya. The bank must be located in Kenya.

31


3.46.3 The successful Tenderer shall furnish a Performance Security being the sum of ten

percent (10%) of the contract price.

3.46.4 KPLC shall seek authentication of the Performance Security from the issuing bank. It

is the responsibility of the successful Tenderer to sensitize its issuing bank on the

need to respond directly and expeditiously to queries from KPLC. The period for

response shall not exceed five (5) days from the date of KPLC’s query. Should there

be no conclusive response by the Bank within this period, such successful Tenderer’s

Performance Security may be deemed as invalid.

3.46.5 Failure of the successful Tenderer to furnish an authentic Performance Security, the

award shall be annulled and the Tender Security forfeited, in which event KPLC may

notify the next lowest evaluated Tenderer that its Tender has been accepted.

3.46.6 Paragraph 3.43, 3.45 together with the provisions of this paragraph 3.46 will apply

with necessary modifications, and as far as circumstances permit, with respect to the

Tenderer notified under sub-paragraph 3.46.5.

3.47 Corrupt or Fraudulent Practices

3.47.1 KPLC requires that Tenderers observe the highest standard of ethics during the

procurement process and execution of contracts. When used in the present

Regulations, the following terms are defined as follows: -

a) “Corrupt practice” means the offering, giving, receiving or soliciting of any

thing of value to influence the action of public official in the procurement

process or in contract execution;

b) “Fraudulent practice” means a misrepresentation of facts in order to

influence a procurement process or the execution of a contract to the

detriment of KPLC, and includes collusive practice among Tenderers (prior to

or after Tender submission) designed to establish tender prices at artificial

non-competitive levels and to deprive KPLC of the benefits of free and open

competition.

3.47.2 KPLC will reject a proposal for award if it determines that the Tenderer

recommended for award has engaged in corrupt or fraudulent practices in competing

for the contract in question.

3.47.3 Further, a Tenderer who is found to have indulged in corrupt or fraudulent practices

risks being debarred from participating in public procurement in Kenya.

3.48 Supplier Performance Rating Scheme

3.48.1 KPLC shall use a Supplier Performance Rating Scheme (SPRS) to measure

the annual performance of the Supplier’s obligations and its conduct of the

contract.

3.48.2 The Scheme will be updated periodically commencing with the date of

execution of the contract by both parties. KPLC shall provide the Supplier

with a copy of the SPRS report.

3.48.3 KPLC shall consider the Supplier’s overall performance at the end of the

performance period.

32


3.48.4 At the request of either party, the parties shall discuss and conclude

deliberations on the annual SPRS report. At any such meetings and/or for the

purposes of the deliberations, KPLC Supply Chain – Procurement Department

shall appoint the Chairperson as well as the Secretariat.

3.48.5 The SPRS measures shall be according to Supplier Performance Rating Form

in Section XXVI

3.48.6 A KP1, KP2 & KP3 assessment of the Supplier on the SPRS will be a

consideration for continued engagement between the parties in the subsequent year. A

KP4 assessment of the Supplier shall be a termination event.

33


SECTION IV - BID DATA SHEET (Appendix to Instructions To Tenderers)

The following information regarding the particulars of the tender shall complement

and or amend the provisions of the Instructions to Tenderers hereinafter abbreviated

as ITT. Wherever there is a conflict between the provisions of the ITT and the Bid

Data Sheet, the provisions of the BDS shall prevail over those of the ITT.

No. ITT Reference Clause Particulars of Appendix

1. 3.2.1 Eligible Tenderers Eligible contractors are those who are registered with

NCA classNCA1 or NCA 2or NCA 3 or NCA 4 or NCA

5.

2. 3.6 Time for Completion of

works

The completion period is 30 Weeks.

3. 3.10.3 a) Site Visit Meeting

b) Pre – Bid Meeting

There will be a mandatory site visit/pre bid meeting to

be held on Tuesday 7th March, 2017 at 11.00 am – Hola

Substation situated within Hola Town.

The site visit forms must be signed by authorized KPLC

staff.

4. 3.16(f) – List of Previous

Customers

The Tenderer shall submit at least four (4) names with

full contact including telephone, email and physical

addresses of previous clients of similar Works and

letters from the previous clients confirming satisfactory

completion of the contracts and on schedule.

5. 3.24.1 Tender Security The Tender Security shall be Kshs. 2500,000.00

However the Original Tender Security in an envelope

clearly labelled with the tender number & name, shall

be deposited in the Tender Security Box on 3rd Floor

Supply Chain Reception on or before the closing time

8. 3.43 Award of Contract Award is on per Project to the lowest evaluated

compliant bidder.

9. 3.46 Performance Security Performance Security shall be 10% of the contract sum

as an original Bank Guarantee that is strictly in the

form and content as prescribed in the Performance

Security Form (Bank Guarantee) or For local bidders,

Standby Letters of Credit (LC). All costs, expenses and

charges levied by all banks party to the LC shall be

prepaid/borne by the Tenderer. The LC must contain all

the mandatory conditions of payment to KPLC as

prescribed in the Tender Security (Letters of Credit) or

For foreign bidders, Standby Letters of Credit (LC)

confirmed by a bank in Kenya. All costs, expenses and

charges levied by all banks party to the LC including

34


confirmation charges shall be prepaid/borne by the

Tenderer. The LC must contain all the mandatory

conditions of payment to KPLC as prescribed in the

Tender Security (Letters of Credit) provided in the

Tender Document.

35


SECTION V - CONDITIONS OF CONTRACT

Table of Contents

1 Definitions …………………………………………………

2 Interpretation………………………………………………

3 Language and Law …………………………………………

4 Project Manager’s Decisions………………………………

5 Delegation…………………………………………………

6 Communications …………………………………………

7 Sub-Contracting …………………………………………

8 Other Contractors ………………………………………

9 Personnel …………………………………………………

10 Works………………………………………………………

11 Safety and temporary works ………………………………

12 Discoveries …………………………………………………

13 Work Program …………………………………………

14 Possession of site …………………………………………

15 Access to site ……………………………………………

16 Instructions ………………………………………………

17 Extension or Acceleration of completion date …………

18 Management Meetings …………………………………

19 Early Warning ……………………………………………

20 Defects ……………………………………………………

21 Bills of Quantities …………………………………………

22 Variations …………………………………………………

23 Payment certificates, currency of payments and Advance Payments

24 Compensation events ……………………………………

25 Price Adjustment …………………………………………

26 Retention …………………………………………………

27 Liquidated Damages………………………………………

28 Securities …………………………………………………

29 Day Works ………………………………………………

30 Liability and Insurance ……………………………………

31 Completion and taking over ………………………………

32 Final Account ……………………………………………

33 Termination ………………………………………………

36


34 Payment upon termination …………………………………

35 Release from performance …………………………………

36 Corrupt gifts and payments of commission ………………..

37 Settlement of Disputes ……………………………………..

37


1. Definitions

1.1 In this Contract, except where context otherwise requires, the following terms

shall be interpreted as indicated;

“Bill of Quantities” means the priced and completed Bill of Quantities

forming part of the tender.

“Compensation Events” are those defined in Clause 24 hereunder.

“The Completion Date” means the date of completion of the Works as

certified by the Project Manager, in accordance with Clause 31.

“The Contract” means the agreement entered into between the Employer and

the Contractor as recorded in the Agreement Form and signed by the parties

including all attachments and appendices thereto and all documents

incorporated by reference therein to execute, complete, and maintain the

Works,

“The Contractor” refers to the person or corporate body whose tender to

carry out the Works has been accepted by the Employer.

“The Contractor’s Tender” is the completed tendering document submitted

by the Contractor to the Employer.

“The Contract Price” is the price stated in the Letter of Acceptance and

thereafter as adjusted in accordance with the provisions of the Contract.

“Days” are calendar days; “Months” are calendar months.

“A Defect” is any part of the Works not completed in accordance with the

Contract.

“The Defects Liability Certificate (DLC)” is the certificate issued by Project

Manager upon correction of defects by the Contractor.

“The Defects Liability Period (DLP)” is the period named in the Contract

Data and calculated from the Completion Date.

“Drawings” include objects/forms with dimensions, designs and other

information provided or approved by the Project Manager for the execution of

the Contract.

“Dayworks” are Work inputs subject to payment on a time basis for labour

and the associated materials and plant.

“Employer”, or the “Procuring entity” as defined in the Public Procurement

Regulations (i.e. Central or Local Government administration, Universities,

Public Institutions and Corporations, etc) is the party who employs the

Contractor to carry out the Works.

38


“Equipment” is the Contractor’s machinery and vehicles brought temporarily

to the Site for the execution of the Works.

“The Intended Completion Date” is the date on which it is intended that the

Contractor shall complete the Works. The Intended Completion Date may be

revised only by the Project Manager by issuing an extension of time or an

acceleration order.

“J.B.C” is Joint Building Council of Kenya and its successors or assigns.

“Materials” are all supplies, including consumables, used by the Contractor

for incorporation in the Works.

“Plant” is any integral part of the Works that shall have a mechanical,

electrical, chemical, or biological function.

“Project Manager” is the person named in the Special Conditions of Contract

(or any other competent person appointed by the Employer and notified to the

Contractor, to act in replacement of the Project Manager) who is responsible

for supervising the execution of the Works and administering the Contract and

shall be an “Architect” or a “Quantity Surveyor” registered under the

Architects and Quantity Surveyors Act Cap 525 or an “Engineer” registered

under Engineers Registration Act Cap 530.

“Site” is the area defined as such in the Appendix to Condition of Contract.

“Site Investigation Reports” are those reports that may be included in the

tendering documents which are factual and interpretative about the surface and

subsurface conditions at the Site.

“Site possession date” This is the date the site is fully or partially handed

over to the contractor.

“Specifications” means the Specifications of the Works included in the

Contract and any modification or addition made or approved by the Project

Manager.

“Start Date” is the latest date when the Contractor shall commence execution

of the Works. It does not necessarily coincide with the Site possession date(s).

“A Subcontractor” is a person or corporate body who has a Contract with the

Contractor to carry out a part of the Work in the Contract, which includes

Work on the Site.

“Temporary works” are works designed, constructed, installed, and removed

by the Contractor which are needed for construction or installation of the

Works.

“A Variation” is an instruction given by the Project Manager which varies the

Works.

39


“The Works” are what the Contract requires the Contractor to construct,

install, and turnover to the Employer, as defined in the Special Conditions of

Contract.

2. Interpretation

2.1 In interpreting these Conditions of Contract, singular also means plural, male

also means female or neuter, and the other way around. Headings have no

significance. Words have their normal meaning in English Language unless

specifically defined. The Project Manager will provide instructions clarifying

queries about these Conditions of Contract.

2.2 If sectional completion is specified in the Special Conditions of Contract,

reference in the Conditions of Contract to the Works, the Completion Date and

the Intended Completion Date apply to any section of the Works (other than

references to the Intended Completion Date for the whole of the Works).

2.3 The following documents shall constitute the Contract documents and shall be

interpreted in the following order of priority;

(1) Agreement,

(2) Letter of Acceptance,

(3) Contractor’s Tender,

(4) Special Conditions of Contract,

(5) Conditions of Contract,

(6) Specifications,

(7) Drawings,

(8) Bill of Quantities,

(9) Any other documents listed in the Special Conditions of Contract as

forming part of the Contract.

Immediately after the execution of the Contract, the Project Manager shall furnish

both the Employer and the Contractor with two copies each of all the Contract

documents. Further, as and when necessary the Project Manager shall furnish the

Contractor [always with a copy to the Employer] with three [3] copies of such further

drawings or details or descriptive schedules as are reasonably necessary

either to explain or amplify the Contract drawings or to enable the Contractor to carry

out and complete the Works in accordance with these Conditions.

3. Language and Law

3.1 Language of the Contract and the law governing the Contract shall be English

language and the Laws of Kenya respectively unless otherwise stated.

4 Project Manager’s Decisions

4.1 Except where otherwise specifically stated, the Project Manager will decide

contractual matters between the Employer and the Contractor in the role

representing the Employer.

5 Delegation

5.1 The Project Manager may delegate any of his duties and responsibilities to

others after notifying the Contractor.

40


6 Communications

6.1 Communication between parties shall be effective only when in writing. A

notice shall be effective only when it is delivered.

7 Subcontracting

7.1 The Contractor may subcontract with the approval of the Project Manager, but

may not assign the Contract without the approval of the Employer in writing.

Subcontracting shall not alter the Contractor’s obligations.

8 Other Contractors

8.1 The Contractor shall cooperate and share the Site with other contractors,

public authorities, utilities etc. as listed in the Special Conditions of Contract

and also with the Employer, as per the directions of the Project Manager. The

Contractor shall also provide facilities and services for them. The Employer

may modify the said List of Other Contractors etc., and shall notify the

Contractor of any such modification.

9 Personnel

9.1 The Contractor shall employ the key personnel named in the Qualification

Information, to carry out the functions stated in the said Information or other

personnel approved by the Project Manager. The Project Manager will

approve any proposed replacement of key personnel only if their relevant

qualifications and abilities are substantially equal to or better than those of the

personnel listed in the Qualification Information. If the Project Manager asks

the Contractor to remove a person who is a member of the Contractor’s staff

or work force, stating the reasons, the Contractor shall ensure that the person

leaves the Site within seven days and has no further connection with the Work

in the Contract.

10 Works

10.1 The Contractor shall construct and install the Works in accordance

with the Specifications and Drawings. The Works may commence on

the Start Date and shall be carried out in accordance with the Program

submitted by the Contractor, as updated with the approval of the

Project Manager, and complete them by the Intended Completion Date.

11 Safety and Temporary Works

11.1 The Contractor shall be responsible for the design of temporary works.

However before erecting the same, he shall submit his designs including

specifications and drawings to the Project Manager and to any other relevant

third parties for their approval. No erection of temporary works shall be done

until such approvals are obtained.

11.2 The Project Manager’s approval shall not alter the Contractor’s responsibility

for design of the Temporary works and all drawings prepared by the

41


Contractor for the execution of the temporary or permanent Works, shall be

subject to prior approval by the Project Manager before they can be used.

11.3 The Contractor shall be responsible for the safety of all activities on the Site.

12. Discoveries

12.1 Anything of historical or other interest or of significant value unexpectedly

discovered on Site shall be the property of the Employer. The Contractor shall

notify the Project Manager of such discoveries and carry out the Project

Manager’s instructions for dealing with them.

13. Work Program

13.1 Within the time stated in the Special Conditions of Contract, the Contractor

shall submit to the Project Manager for approval a program showing the

general methods, arrangements, order, and timing for all the activities in the

Works. An update of the program shall be a program showing the actual

progress achieved on each activity and the effect of the progress achieved on

the timing of the remaining Work, including any changes to the sequence of

the activities.

The Contractor shall submit to the Project Manager for approval an updated

program at intervals no longer than the period stated in the Special Conditions

of Contract. If the Contractor does not submit an updated program within this

period, the Project Manager may withhold the amount stated in the said

Appendix from the next payment certificate and continue to withhold this

amount until the next payment after the date on which the overdue program

has been submitted. The Project Manager’s approval of the program shall not

alter the Contractor’s obligations. The Contractor may revise the program and

submit it to the Project Manager again at any time. A revised program shall

show the effect of Variations and Compensation Events.

14. Possession of Site

14.1 The Employer shall give possession of all parts of the Site to the Contractor.

If possession of a part is not given by the date stated in the Special Conditions

of Contract, the Employer will be deemed to have delayed the start of the

relevant activities, and this will be a Compensation Event.

15. Access to Site

15.1 The Contractor shall allow the Project Manager and any other person

authorised by the Project Manager, access to the Site and to any place where

work in connection with the Contract is being carried out or is intended to be

carried out.

16. Instructions

16.1 The Contractor shall carry out all instructions of the Project Manager

which are in accordance with the Contract.

42


17. Extension or Acceleration of Completion Date

17.1 The Project Manager shall extend the Intended Completion Date if a

Compensation Event occurs or a variation is issued which makes it impossible

for completion to be achieved by the Intended Completion Date without the

Contractor taking steps to accelerate the remaining Work, which would cause

the Contractor to incur additional cost. The Project Manager shall decide

whether and by how much to extend the Intended Completion Date within 21

days of the Contractor asking the Project Manager in writing for a decision

upon the effect of a Compensation Event or variation and submitting full

supporting information. If the Contractor has failed to give early warning of a

delay or has failed to cooperate in dealing with a delay, the delay caused by

such failure shall not be considered in assessing the new (extended)

Completion Date.

17.2 No bonus for early completion of the Works shall be paid to the

Contractor by the Employer.

18. Management Meetings

18.1 A Contract management meeting shall be held as per schedule and in

any event not less than once a month and attended by the Project Manager and

the Contractor. Its business shall be to review the plans for the remaining

Work and to deal with matters raised in accordance with the early warning

procedure. The Project Manager shall record the minutes of management

meetings and provide copies of the same to those attending the meeting and

the Employer. The responsibility of the parties for actions to be taken shall be

decided by the Project Manager either at the management meeting or after the

management meeting and stated in writing to all who attended the meeting.

19. Early Warning

19.1 The Contractor shall warn the Project Manager at the earliest

opportunity of specific likely future events or circumstances that may

adversely affect the quality of the work, increase the Contract Price or delay

the execution of the Works. The Project Manager may require the Contractor

to provide an estimate of the expected effect of the future event or

circumstance on the Contract Price and Completion Date. The estimate shall

be provided by the Contractor as soon as reasonably possible.

19.2 The Contractor shall cooperate with the Project Manager in making

and considering proposals on how the effect of such an event or circumstance

can be avoided or reduced by anyone involved in the Work and in carrying out

any resulting instructions of the Project Manager.

20. Defects

43


20.1 The Project Manager shall inspect the Contractor’s work and notify the

Contractor of any defects that are found. Such inspection shall not affect the

Contractor’s responsibilities. The Project Manager may instruct the

Contractor to search for a defect and to uncover and test any Work that the

Project Manager considers may have a defect. Should the defect be found, the

cost of uncovering and making good shall be borne by the Contractor,

However, if there is no defect found, the cost of uncovering and making good

shall be treated as a variation and added to the Contract Price.

20.2 The Project Manager shall give notice to the Contractor of any defects

before the end of the Defects Liability Period, which begins at Completion,

and is defined in the Special Conditions of Contract. The Defects Liability

Period shall be extended for as long as defects remain to be corrected.

20.3 Every time notice of a defect is given, the Contractor shall correct the

notified defect within the length of time specified by the Project Manager’s

notice. If the Contractor has not corrected a defect within the time specified in

the Project Manager’s notice, the Project Manager will assess the cost of

having the defect corrected by other parties and such cost shall be treated as a

variation and be deducted from the Contract Price.

21. Bills Of Quantities

21.1 The Bills of Quantities shall contain items for the construction,

installation, testing and commissioning of the Work to be done by the

Contractor. The Contractor will be paid for the quantity of the Work done at

the rate in the Bills of Quantities for each item.

21.2 If the final quantity of the Work done differs from the quantity in the

Bills of Quantities for the particular item by more than 20 percent and

provided the change does not exceed 25 percent of the Initial Contract price,

the Employer shall adjust the rate to allow for the change.

21.3 If requested by the Project Manager, the Contractor shall provide the

Project Manager with a detailed cost breakdown of any rate in the Bills of

Quantities.

22. Variations

22.1 All variations shall be included in updated programs produced by the

Contractor.

22.2 The Contractor shall provide the Employer with a quotation for

carrying out the variations when requested to do so. The Project Manager

shall assess the quotation, which shall be given within seven days of the

request or within any longer period as may be stated by the Project Manager

and before the Variation is ordered.

22.3 If the work in the variation corresponds with an item description in the

Bills of Quantities and if in the opinion of the Employer, the quantity of work

44


is not above the limit stated in Clause 21.2 or the timing of its execution does

not cause the cost per unit of quantity to change, the rate in the Bills of

Quantities shall be used to calculate the value of the variation. If the cost per

unit of quantity changes, or if the nature or timing of the work in the variation

does not correspond with items in the Bills of Quantities, the quotation by the

Contractor shall be in the form of new rates for the relevant items of Work.

22.4 If the Contractor’s quotation is unreasonable, the Employer may order

the variation and make a change to the Contract price, which shall be based on

the Project Manager’s forecast of the effects of the variation on the

Contractor’s costs.

22.5 If the Project Manager determines that the urgency of varying the

Work would prevent a quotation being given and considered without delaying

the Work, the Project Manager shall give the contractor the go ahead to

proceed the works and quotation shall be given after and the variation shall be

treated as a Compensation Event.

22.6 The Contractor shall not be entitled to additional payment for costs that

could have been avoided by giving early warning.

22.7 When the Program is updated, the Contractor shall provide the Project

Manager with an updated cash flow forecast.

23. Payment Certificates, Currency of Payments and Advance Payments

23.1 The Contractor shall submit to the Project Manager monthly

applications for payment giving sufficient details of the Work done and

materials on Site and the amounts which the Contractor considers himself to

be entitled to. The Project Manager shall check the monthly application and

certify the amount to be paid to the Contractor within 14 days. The value of

Work executed and payable shall be determined by the Project Manager.

23.2 The value of Work executed shall comprise the value of the quantities

of the items in the Bills of Quantities completed, materials delivered on Site,

variations and compensation events. Such materials shall become the

property of the Employer once the Employer has paid the Contractor for their

value. Thereafter, they shall not be removed from Site without the Project

Manager’s instructions except for use upon the Works.

23.3 Payments shall be adjusted for deductions for retention. The Employer

shall pay the Contractor the amounts certified by the Project Manager within

30 days of the date of issue of each certificate. The Employer shall not pay

interest on late payments.

23.4 Items of the Works for which no rate or price has been entered in will

not be paid for by the Employer and shall be deemed covered by other rates

and prices in the Contract.

23.5 The Contract Price shall be stated in Kenya Shillings. All payments to

the Contractor shall be made in Kenya Shillings and foreign currency in the

proportion indicated in the tender, or agreed prior to the execution of the

45


Contract Agreement and indicated therein. The rate of exchange for the

calculation of the amount of foreign currency payment shall be the rate of

exchange indicated in the Special Conditions of Contract. If the Contractor

indicated foreign currencies for payment other than the currencies of the

countries of origin of related goods and services the Employer reserves the

right to pay the equivalent at the time of payment in the currencies of the

countries of such goods and services. The Employer and the Project Manager

shall be notified promptly by the Contractor of any changes in the expected

foreign currency requirements of the Contractor during the execution of the

Works as indicated in the Schedule of Foreign Currency Requirements and the

foreign and local currency portions of the balance of the Contract Price shall

then be amended by agreement between Employer and the Contractor in order

to reflect appropriately such changes.

23.7 In the event that an advance payment is granted, the following shall apply:-

a) On signature of the Contract, the Contractor shall at his request,

and without furnishing proof of expenditure, be entitled to an advance

of not more than 10% (ten percent) of the original amount of the

Contract. The advance shall not be subject to retention money.

b) No advance payment may be made before the Contractor has

submitted proof of the establishment of deposit or a directly liable

guarantee satisfactory to the Employer in the amount of the advance

payment. The guarantee shall be in the same currency as the advance.

c) Reimbursement of the lump sum advance shall be made by

deductions from the Interim payments and where applicable from the

balance owing to the Contractor. Reimbursement shall begin when the

amount of the sums due under the Contract reaches 20% of the original

amount of the Contract. It shall have been completed by the time 80%

of this amount is reached.

The amount to be repaid by way of successive deductions shall be calculated by

means of the formula:

R = A(x1 – x11)

80 – 20

Where:

R = the amount to be reimbursed

A = the amount of the advance which has been

granted

X1 = the amount of proposed cumulative payments as a

percentage of the original amount of the Contract. This

figure will exceed 20% but not exceed 80%.

X11 = the amount of the previous cumulative payments as a

percentage of the original amount of the Contract. This

figure will be below 80%but not less than 20%.

46


d) With each reimbursement the counterpart of the directly liable

guarantee may be reduced accordingly.

24. Compensation Events

24.1 The following issues shall constitute Compensation Events:

(a) The Employer does not give access to a part of the Site by the

Site Possession Date stated in the Appendix to Conditions of Contract.

(b) The Employer modifies the List of Other Contractors, etc., in a

way that affects the Work of the Contractor under the Contract.

(c) The Project Manager orders a delay or does not issue drawings,

specifications or instructions required for execution of the Works on

time.

(d) The Project Manager instructs the Contractor to uncover or to

carry out additional tests upon the Work, which is then found to have

no defects.

(e) The Project Manager unreasonably does not approve a

subcontract to be let.

(f) Ground conditions are substantially more adverse than could

reasonably have been assumed before issuance of the Letter of

Acceptance from the information issued to tenderers (including the

Site investigation reports), from information available publicly and

from a visual inspection of the Site.

(g) The Project Manager gives an instruction for dealing with an

unforeseen condition, caused by the Employer or additional work

required for safety or other reasons.

(h) Other contractors, public authorities, utilities, or the Employer

does not work within the dates and other constraints stated in the

Contract, and they cause delay or extra cost to the Contractor.

(i) The effects on the Contractor of any of the Employer’s risks.

(j) The Project Manager unreasonably delays issuing a Certificate

of Completion.

(k) Other compensation events described in the Contract or

determined by the Project Manager shall apply.

24.2 If a compensation event would cause additional cost or would prevent

the Work being completed before the Intended Completion Date, the Contract

Price shall be increased and/or the Intended Completion Date shall be

extended. The Employer shall decide whether and by how much the Contract

Price shall be increased and whether and by how much the Intended

Completion Date shall be extended.

47


24.3 As soon as information demonstrating the effect of each compensation

event upon the Contractor’s forecast cost has been provided by the Contractor,

it shall be assessed by the Project Manager, and the Contract Price shall be

adjusted accordingly. If the Contractor’s forecast is deemed unreasonable, the

Project Manager shall adjust the Contract Price based on the Project

Manager’s own forecast. The Project Manager will assume that the Contractor

will react competently and promptly to the event.

24.4 The Contractor shall not be entitled to compensation to the extent that

the Employer’s interests are adversely affected by the Contractor not having

given early warning or not having co-operated with the Project Manager.

24.5 Prices shall be adjusted for fluctuations in the cost of inputs only if

provided for in the Special Conditions of Contract.

24.6 The Contractor shall give written notice to the Project Manager of his

intention to make a claim within thirty days after the event giving rise to the

claim has first arisen. The claim shall be submitted within thirty days

thereafter. Provided always that should the event giving rise to the claim of

continuing effect, the Contractor shall submit an interim claim within the said

thirty days and a final claim within thirty days of the end of the event giving

rise to the claim.

25. Price Adjustment

25.1 The Employer shall adjust the Contract Price if taxes, duties and other

levies are changed between the date 30 days before the submission of tenders

for the Contract and the date of Completion. The adjustment shall be the

change in the amount of tax payable by the Contractor.

25.2 The Contract Price shall be deemed to be based on exchange rates

current at the date of tender submission in calculating the cost to the

Contractor of materials to be specifically imported (by express provisions in

the Contract Bills of Quantities or Specifications) for permanent incorporation

in the Works. Unless otherwise stated in the Contract, if at any time during

the period of the Contract exchange rates shall be varied and this shall affect

the cost to the Contractor of such materials, then the Project Manager shall

assess the net difference in the cost of such materials. Any amount from time

to time so assessed shall be added to or deducted from the Contract Price by

the Employer, as the case may be.

25.3 Unless otherwise stated in the Contract, the Contract Price shall be

deemed to have been calculated in the manner set out below and in sub-

clauses 25.4 and 25.5 and shall be subject to adjustment in the events specified

thereunder;

(i) The prices contained in the Contract Bills of Quantities shall be

deemed to be based upon the rates of wages and other emoluments and

expenses as determined by the Joint Building Council of Kenya

(J.B.C.) and set out in the schedule of basic rates issued 30 days before

the date for submission of tenders. A copy of the schedule used by the

48


Contractor in his pricing shall be attached in the Special Conditions of

Contract.

(ii) Upon J.B.C. determining that any of the said rates of wages or

other emoluments and expenses are increased or decreased, then the

Contract Price shall be increased or decreased by the amount assessed

by the Project Manager based upon the difference, expressed as a

percentage, between the rate set out in the schedule of basic rates

issued 30 days before the date for submission of tenders and the rate

published by the J.B.C. and applied to the quantum of labour

incorporated within the amount of Work remaining to be executed at

the date of publication of such increase or decrease.

(iii) No adjustment shall be made in respect of changes in the rates

of wages and other emoluments and expenses which occur after the

date of Completion except during such other period as may be granted

as an extension of time under clause 17.0 of these Conditions.

25.4 The prices contained in the Contract Bills of Quantities shall be

deemed to be based upon the basic prices of materials to be permanently

incorporated in the Works as determined by the J.B.C. and set out in the

schedule of basic rates issued 30 days before the date for submission of

tenders. A copy of the schedule used by the Contractor in his pricing shall be

attached in the Special Conditions of Contract.

25.5 Upon the J.B.C. determining that any of the said basic prices are

increased or decreased then the Contract Price shall be increased or decreased

by the amount to be assessed by the Project Manager based upon the

difference between the price set out in the schedule of basic rates issued 30

days before the date for submission of tenders and the rate published by the

J.B.C. and applied to the quantum of the relevant materials which have not

been taken into account in arriving at the amount of any interim certificate

under clause 23 of these Conditions issued before the date of publication of

such increase or decrease.

25.6 No adjustment shall be made in respect of changes in basic prices of

materials which occur after the date for Completion except during such other

period as may be granted as an extension of time under clause 17.0 of these

Conditions.

25.7 The provisions of sub-clause 25.1 to 25.2 herein shall not apply in

respect of any materials included in the schedule of basic rates.

26. Retention

26.1 The Employer shall retain from each payment due to the Contractor the

proportion stated in the Special Conditions of Contract until Completion of the

whole of the Works. On Completion of the whole of the Works, half the total

amount retained shall be repaid to the Contractor and the remaining half when

the Defects Liability Period has passed and the Project Manager has certified

that all defects notified to the Contractor before the end of this period have

been corrected.

49


27. Liquidated Damages

27.1 The Contractor shall pay liquidated damages to the Employer at the

rate stated in the Special Conditions of Contract for each day that the actual

Completion Date is later than the Intended Completion Date. The Employer

may deduct liquidated damages from payments due to the Contractor.

Payment of liquidated damages shall not alter the Contractor’s liabilities.

27.2 If the Intended Completion Date is extended after liquidated damages

have been paid, the Project Manager shall correct any overpayment of

liquidated damages by the Contractor by adjusting the next payment

certificate. There shall be no interest paid on the overpayment.

28. Performance Security

28.1 The Performance Security shall be provided to the Employer no later than the date

specified in the Letter of Acceptance and shall be issued in an amount and form and

by a commercial bank licensed by the Central Bank of Kenya, and denominated in

Kenya Shillings. The Performance Security shall be valid until a date sixty (60) days

beyond the Defects Liability Period.

28.2 The Performance Security shall be either one or a combination of the following:


prescribed in the Performance Security Form (Bank Guarantee) in the Tender

Document.

b) For Local bidders, Standby Letters of Credit (LC). All costs, expenses and




Tender Document.

c) For Foreign bidders, Standby Letters of Credit (LC) confirmed by a bank in





Document.

28.3 The successful Tenderer shall furnish a Performance Security being the sum of ten

percent (10%) of the contract value.

28.4 KPLC shall seek authentication of the Performance Security from the issuing bank. It

is the responsibility of the successful Tenderer to sensitize its issuing bank on the

need to respond directly and expeditiously to queries from KPLC. The period for

response shall not exceed five (5) days from the date of KPLC’s query. Should there

be no conclusive response by the Bank within this period, such successful Tenderer’s

Performance Security may be deemed as invalid.

50


28.5 Failure of the successful Tenderer to furnish an authentic Performance Security, the

award shall be annulled and the Tender Security forfeited, in which event KPLC may

notify the next lowest evaluated Tenderer that its Tender has been accepted.

29. Dayworks

29.1 If applicable, the Dayworks rates in the Contractor’s tender shall be

used for small additional amounts of Work only when the Project Manager has

given written instructions in advance for additional work to be paid for in that

way.

29.2 All work to be paid for as Dayworks shall be recorded by the

Contractor on Forms approved by the Project Manager. Each completed form

shall be verified and signed by the Project Manager within two days of the

Work being done.

29.3 The Contractor shall be paid for Dayworks subject to obtaining signed

Dayworks forms.

30. Liability and Insurance

30.1 From the Start Date until the Defects Correction Certificate has been

issued, the following are the Employer’s risks:

(a) The risk of personal injury, death or loss of or damage to

property (excluding the Works, Plant, Materials and Equipment),

which are due to;

(i) use or occupation of the Site by the Works or for the

purpose of the Works, which is the unavoidable result of the

Works, or

(ii) negligence, breach of statutory duty or interference with

any legal right by the Employer or by any person employed by

or contracted to him except the Contractor.

(b) The risk of damage to the Works, Plant, Materials, and

Equipment to the extent that it is due to a fault of the Employer or in

Employer’s design, or due to war or radioactive contamination directly

affecting the place where the Works are being executed.

30.2 From the Completion Date until the Defects Correction Certificate has

been issued, the risk of loss of or damage to the Works, Plant, and Materials is

the Employer’s risk except loss or damage due to;

(a) a defect which existed on or before the Completion Date.

(b) an event occurring before the Completion Date, which was not

itself the Employer’s risk

51


(c) the activities of the Contractor on the Site after the Completion

Date.

which are Contractor’s risks.

30.3 From the Start Date until the Defects Correction Certificate has been

issued, the risks of personal injury, death and loss of or damage to property

(including, without limitation, the Works, Plant, Materials, and Equipment)

which are not Employer’s risk are Contractor’s risks.

The Contractor shall provide, in the joint names of the Employer and the Contractor,

insurance cover from the Start Date to the end of the Defects Liability Period,

in the amounts stated in the Special Conditions of Contract for the following

events;

(a) loss of or damage to the Works, Plant, and Materials;

(b) loss of or damage to Equipment;

(c) loss of or damage to property (except the Works, Plant,

Materials, and Equipment) in connection with the Contract, and

(d) personal injury or death.

30.4 Policies and certificates for insurance shall be delivered by the

Contractor to the Project Manager for the Project Manager’s approval before

the Start Date. All such insurance shall provide for compensation required to

rectify the loss or damage incurred.

30.5 If the Contractor does not provide any of the policies and certificates

required, the Employer may effect the insurance which the Contractor should

have provided and recover the premiums from payments otherwise due to the

Contractor or, if no payment is due, the payment of the premiums shall be a

debt due.

30.6 Alterations to the terms of an insurance shall not be made without the

approval of the Project Manager. Both parties shall comply with any

conditions of insurance policies.

31. Completion and taking over

31.1 Upon deciding that the Works are complete, the Contractor shall issue

a written request to the Project Manager to issue a Certificate of Completion

of the Works. The Employer shall take over the Site and the Works within

seven [7] days of the Project Manager’s issuing a Certificate of Completion.

32. Final Account

32.1 The Contractor shall issue the Project Manager with a detailed account of the

total amount that the Contractor considers payable to him by the Employer

under the Contract before the end of the Defects Liability Period. The Project

Manager shall issue a Defects Liability Certificate and certify any final

payment that is due to the Contractor within 30 days of receiving the

Contractor’s account if it is correct and complete. If it is not, the Project

Manager shall issue within 30 days a schedule that states the scope of the

corrections or additions that are necessary. If the final account is still

unsatisfactory after it has been resubmitted, the Project Manager shall decide

52


on the amount payable to the Contractor and issue a Payment Certificate. The

Employer shall pay the Contractor the amount due in the Final Certificate

within 60 days.

33. Termination

33.1 The Employer or the Contractor may terminate the Contract if the

other party causes a fundamental breach of the Contract. These fundamental

breaches of Contract shall include, but shall not be limited to, the following;

(a) the Contractor stops work for 30 days when no stoppage of

work is shown on the current program and the stoppage has not been

authorised by the Project Manager;

(b) the Project Manager instructs the Contractor to delay the

progress of the Works, and the instruction is not withdrawn within 30

days;

(c) the Contractor is declared bankrupt or goes into liquidation

other than for a reconstruction or amalgamation;

(d) a payment certified by the Project Manager is not paid by the

Employer to the Contractor within 30 days (for Interim Certificate) or

60 days (for Final Certificate)of issue.

(e) the Project Manager gives notice that failure to correct a

particular defect is a fundamental breach of Contract and the

Contractor fails to correct it within a reasonable period of time

determined by the Project Manager;

(f) the Contractor does not maintain a security, which is required.

33.2 When either party to the Contract gives notice of a breach of Contract

to the Project Manager for a cause other than those listed under Clause 33.1

above, the Project Manager shall decide whether the breach is fundamental or

not.

33.3 Notwithstanding the above, the Employer may terminate the Contract

for convenience.

33.4 If the Contract is terminated, the Contractor shall stop work

immediately, make the Site safe and secure, and leave the Site as soon as

reasonably possible. The Project Manager shall immediately thereafter

arrange for a meeting for the purpose of taking record of the Works executed

and materials, goods, equipment and temporary buildings on Site.

34. Payment Upon Termination

34.1 If the Contract is terminated because of a fundamental breach of

Contract by the Contractor, the Project Manager shall issue a certificate for the

value of the Work done and materials ordered and delivered to Site up to the

53


date of the issue of the certificate. Additional liquidated damages shall not

apply. If the total amount due to the Employer exceeds any payment due to

the Contractor, the difference shall be a debt payable by the Contractor.

34.2 If the Contract is terminated for the Employer’s convenience or

because of a fundamental breach of Contract by the Employer, the Project

Manager shall issue a certificate for the value of the Work done, materials

ordered, the reasonable cost of removal of equipment, repatriation of the

Contractor’s personnel employed solely on the

works, and the Contractor’s costs of protecting and securing the works.

34.3 The Employer may employ and pay other persons to carry out and

complete the Works and to rectify any defects and may enter upon the Works

and use all materials on the Site, plant, equipment and temporary works.

34.4 The Contractor shall, during the execution or after the completion of

the Works under this clause remove from the Site as and when required,

within such reasonable time as the Project Manager may in writing specify,

any temporary buildings, plant, machinery, appliances, goods or materials

belonging to or hired by him, and in default the Employer may (without being

responsible for any loss or damage) remove and sell any such property of the

Contractor, holding the proceeds less all costs incurred to the credit of the

Contractor.

Until after completion of the Works under this clause the Employer shall not

be bound by any other provision of this Contract to make any payment to the

Contractor, but upon such completion as aforesaid and the verification within

a reasonable time of the accounts therefore the Project Manager shall certify

the amount of expenses properly incurred by the Employer and, if such

amount added to the money paid to the Contractor before such determination

exceeds the total amount which would have been payable on due completion

in accordance with this Contract the difference shall be a debt payable to the

Employer by the Contractor; and if the said amount added to the said money

be less than the said total amount, the difference shall be a debt payable by the

Employer to the Contractor.

35. Release from Performance

35.1 If the Contract is frustrated by the outbreak of war or by any other

event entirely outside the control of either the Employer or the Contractor, the

Project Manager shall certify that the Contract has been frustrated. The

Contractor shall make the Site safe and stop Work as quickly as possible after

receiving this certificate and shall be paid for all Work carried out before

receiving it.

36. Corrupt gifts and payments of commission

The Contractor shall not;

(a) Offer or give or agree to give to any person in the service of the

Employer any gift or consideration of any kind as an inducement or reward for

doing or forbearing to do or for having done or forborne to do any act in

relation to the obtaining or execution of this or any other Contract for the

54


Employer or for showing or forbearing to show favour or disfavour to any

person in relation to this or any other contract for the Employer.

(b) Enter into this or any other contract with the Employer in connection

with which commission has been paid or agreed to be paid by him or on his

behalf or to his knowledge, unless before the Contract is made particulars of

any such commission and of the terms and conditions of any agreement for the

payment thereof have been disclosed in writing to the Employer.

Any breach of this Condition by the Contractor or by anyone employed by

him or acting on his behalf (whether with or without the knowledge of the

Contractor) shall be an offence under the provisions of the Public Procurement

and Asset Disposal Act 2015 and Regulations 2006; Anti-Corruption and

Economic Crimes Act 2003; Public Finance Management Act Cap 412.

37. Settlement Of Disputes

37.1 In case any dispute or difference shall arise between the Employer or

the Project Manager on his behalf and the Contractor, either during the

progress or after the completion or termination of the Works, such dispute

shall be notified in writing by either party to the other with a request to submit

it to arbitration and to concur in the appointment of an Arbitrator within thirty

days of the notice. The dispute shall be referred to the arbitration and final

decision of a person to be agreed between the parties. Failing agreement to

concur in the appointment of an Arbitrator, the Arbitrator shall be appointed

by the Chairman or Vice Chairman of any of the following professional

institutions;

(i) Architectural Association of Kenya

(ii) Institute of Quantity Surveyors of Kenya

(iii) Association of Consulting Engineers of Kenya

(iv) Chartered Institute of Arbitrators (Kenya Branch)

(v) Institution of Engineers of Kenya

On the request of the applying party. The institution written to first by the

aggrieved party shall take precedence over all other institutions.

37.2 The arbitration may be on the construction of this Contract or on any

matter or thing of whatsoever nature arising thereunder or in connection

therewith, including any matter or thing left by this Contract to the discretion

of the Project Manager, or the withholding by the Project Manager of any

certificate to which the Contractor may claim to be entitled to or the

measurement and valuation referred to in clause 23.0 of these conditions, or

the rights and liabilities of the parties subsequent to the termination of

Contract.

37.3 Provided that no arbitration proceedings shall be commenced on any

dispute or difference where notice of a dispute or difference has not been

55


given by the applying party within ninety days of the occurrence or discovery

of the matter or issue giving rise to the dispute.

37.4 Notwithstanding the issue of a notice as stated above, the arbitration of

such a dispute or difference shall not commence unless an attempt has in the

first instance been made by the parties to settle such dispute or difference

amicably with or without the assistance of third parties. Proof of such attempt

shall be required.

37.5 Notwithstanding anything stated herein the following matters may be

referred to arbitration before the practical completion of the Works or

abandonment of the Works or termination of the Contract by either party:

37.5.1 The appointment of a replacement Project Manager upon the

said person ceasing to act.

37.5.2 Whether or not the issue of an instruction by the Project

Manager is empowered by these Conditions.

37.5.3 Whether or not a certificate has been improperly withheld

or is not in accordance with these Conditions.

37.5.4 Any dispute or difference arising in respect of war risks

or war damage.

37.6 All other matters shall only be referred to arbitration after the

completion or alleged completion of the Works or termination or alleged

termination of the Contract, unless the Employer and the Contractor agree

otherwise in writing.

37.7 The Arbitrator shall, without prejudice to the generality of his powers,

have powers to direct such measurements, computations, tests or valuations as

may in his opinion be desirable in order to determine the rights of the parties

and assess and award any sums which ought to have been the subject of or

included in any certificate.

37.8 The Arbitrator shall, without prejudice to the generality of his powers,

have powers to open up, review and revise any certificate, opinion, decision,

requirement or notice and to determine all matters in dispute which shall be

submitted to him in the same manner as if no such certificate, opinion,

decision requirement or notice had been given.

37.9 The award of such Arbitrator shall be final and binding upon the

parties.

56


SECTION VI - SPECIAL CONDITIONS OF CONTRACT

CONDITIONS OF CONTRACT CLAU

SE

REQUIREMENT(S)

Employer Kenya Power and Lighting Company Ltd.

P. O. Box 30099 00100

NAIROBI, KENYA

Project Manager

The Project Manager’s address is:

Name - George Nyambare

Address – P. O. Box 30099 00100

Nairobi, Kenya

Telephone - +254 711021209

The Name and identification number of the

contract

TENDER NO. KP1/9AA-2/OT/68-

ID/16-17 FOR PROVISION OF CIVIL

AND BUILDING WORKS AT HOLA

33/11KV SUBSTATION

The work consist of 1. Construction of 10mx5m control room

2. Construction of 2nos. transformer plinths

3. Construction of switch-gear plinths and bus bar plinths

4. Construction of gravel road and paved access road

5. Construction of Stone perimeter walling and Gate

6. Switch-yard drainage, rehabilitation and ballasting

7. Construction of control cable trenches and covers

Start Date To be decided by the client

Intended Completion Date for the whole of

the works

As per accepted tender

Other documents to form part of the

contract

As per tender

The number of days within which the

contractor shall submit a revised program

for the Works after delivery of the Letter of

Acceptance

7 days

The Site Possession Date To be decided

Site Location and Drawing Number Site located within Hola town, Drawing

SK No. 11211

Defects Liability Period (in days) Six (6) Months from date of completion

Other Contractors, utilities etc to be

engaged by the Employer on the Site

1. Earthing Materials

2. Security Lighting

3. Authorised Personnel

The period between program updates (In

days)

14 days

57


The amount to be withheld for late

submission of an updated Program

Kshs. 200,000/=

The proportion of payment to be retained

(in Percent)

5%

The Price Adjustment Clause (Shall/shall

not apply)

Shall not apply

The liquidated damages for the whole of the

works in % (per week)

0.5 % of contract value

Maximum Limit of liquidated damages in % 10% of contract value.

Performance Security (as a percentage of

the Contract Price)

10% of contract value.

Completion Period for the works (in weeks) 30 weeks

The rate of exchange for calculation of

foreign currency payments

CBK prevailing rate at the date of

tender opening

Advance payment (Shall/Shall not be

granted)

Shall not be granted

Percentage of Retention(Of the Interim

Payment Certificate)

5% of interim payment certificate

Minimum amount of interim certificates 5% contract value

Time (in days) after which payment is to be

made after Interim Payment Certificate

signed by Project Manager and date of

receipt of Invoice.

30 days

Time after which payment to be made after

Final Payment Certificate signed by Project

Manager and date of receipt of Invoice.

30 days

Appointer of Arbitrator The Employer and Contractor

Signature & Stamp of Tenderer………………………… Date……………………

58


SECTION VII - SPECIFICATIONS

Specifications are included in the respective documents together with the bill of

quantities.

59


SECTION VIII – DRAWINGS Attached.

60


SECTION IX - BILL OF QUANTITIES

Notes for preparing Bills of Quantities

1.0 The objectives of the Bills of Quantities are;

(a) to provide sufficient information on the quantities of Works to be performed to

enable tenders to be prepared efficiently and accurately; and

(b) when a Contract has been entered into, to provide a priced Bill of Quantities for use in

the periodic valuation of Works executed.

In order to attain these objectives, Works should be itemized in the Bill of Quantities

in sufficient detail to distinguish between the different classes of Works, or between

Works of the same nature carried out in different locations or in other circumstances

which may give rise to different considerations of cost. Consistent with these

requirements, the layout and content of the Bill of Quantities should be as simple and

brief as possible.

2.0 The Bills of Quantities should be divided generally into the following sections:

(a) Preliminaries.

The preliminaries should indicate the inclusiveness of the unit prices, and should state

the methods of measurement which have been adopted in the preparation of the Bill of

Quantities and which are to be used for the measurement of any part of the Works.

The number of preliminary items to be priced by the tenderer should be limited to

tangible items such as site office and other temporary works, otherwise items such as

security for the Works which are primarily part of the Contractor’s obligations should

be included in the Contractor’s rates.

(b) Work Items

(i) The items in the Bills of Quantities should be grouped into sections to distinguish

between those parts of the Works which by nature, location, access, timing, or any

other special characteristics may give rise to different methods of construction, or

phasing of the Works, or considerations of cost. General items common to all parts of

the Works may be grouped as a separate section in the Bill of Quantities.

61


(ii) Quantities should be computed net from the Drawings, unless directed otherwise

in the Contract, and no allowance should be made for bulking, shrinkage or waste.

Quantities should be rounded up or down where appropriate.

(iii) The following units of measurement and abbreviations are recommended for use.

Unit Abbreviation Unit Abbreviation

cubic meter

hectare

hour

kilogram

lump sum

meter

metric ton (1,000

kg)

m3 or cu m

ha

hr

kg

sum

m

T

millimeter

month

number

square meter

square millimeter

week

mm

mon

nr

m2 or sq m

mm2 or sq mm

wk

(iv) The commencing surface should be identified in the description of each item for

Work involving excavation, boring or drilling, for which the commencing surface is

not also the original surface. The excavated surface should be identified in the

description of each item for Work involving excavation for which the excavated

surface is not also the final surface. The depths of Work should be measured from the

commencing surface to the excavated surface, as defined.

(c) Daywork Schedule

A Daywork Schedule should be included if the probability of unforeseen work,

outside the items included in the Bill of Quantities, is relatively high. To facilitate

checking by the Employer of the realism of rates quoted by the tenderers, the

Daywork Schedule should normally comprise:

(i) a list of the various classes of labour, and materials for which basic

Daywork rates or prices are to be inserted by the tenderer, together with a

statement of the conditions under which the Contractor will be paid for Work

executed on a Daywork basis; and

(ii) a percentage to be entered by the tenderer against each basic Daywork

Subtotal amount for labour, materials and plant representing the Contractor’s

profit, overheads, supervision and other charges.

(d) Provisional Quantities and Sums

62


(i) Provision for quantity contingencies in any particular item or class of Work with a

high expectation of quantity overrun should be made by entering specific “Provisional

Quantities” or “Provisional Items” in the Bill of Quantities, and not by increasing the

quantities for that item or class of Work beyond those of the Work normally expected

to be required. To the extent not covered above, a general provision for physical

contingencies (quantity overruns) should be made by including a “Provisional Sum”

in the Summary of the Bill of Quantities. Similarly, a contingency allowance for

possible price increases should be provided as a“Provisional Sum” in the Summary of

the Bill of Quantities. The inclusion of such provisional sums often facilitates

budgetary approval by avoiding the need to request periodic supplementary approvals

as the future need arises.

(ii) Provisional sums to cover specialized works normally carried out by Nominated

Sub Contractors should be avoided and instead Bills of Quantities of the specialised

Works should be included as a section of the main Bills of Quantities to be priced by

the Main Contractor. The Main Contractor should be required to indicate the name (s)

of the specialised firms he proposes to engage to carry out the specialized Works as

his approved domestic sub-contractors. Only provisional sums to cover specialized

Works by statutory authorities should be included in the Bills of Quantities.

(e) Summary

The Summary should contain a tabulation of the separate parts of the Bills of

Quantities carried forward, with provisional sums for Daywork, for physical

(quantity) contingencies, and for price contingencies (upward price adjustment) where

applicable.

63


SECTION X - SUMMARY OF EVALUATION PROCESS

Evaluation of duly submitted tenders will be conducted along the following three

main stages: -

6.1 Part I - Preliminary Evaluation Criteria Under Clause 3.35 of the ITT. These are

mandatory requirements. This shall include confirmation of the following: -

6.1.1 Submission of Tender Security - Checking its validity, whether it is Original; whether

it is issued by a local bank; whether it is strictly in the format required in accordance

with the sample Tender Security Form(s).

6.1.2 Submission of Declaration Form(s) duly completed and signed.

6.1.3 Submission and considering Tender Form (non – financial) duly completed and

signed.

6.1.4 Submission and considering the following:-

6.1.4.1 For Local Tenderers

a) Company or Firm’s Registration Certificate

b) PIN Certificate.

c) Valid Tax Compliance Certificate.

6.1.5 That the Tender is valid for the period required.

6.1.6 Site visit form signed and stamped by authorized staff.

6.1.7 Valid NCA Certification for the respective Category/Class. – NCA 1 or NCA 2 or

NCA 3 or NCA 4 or NCA 5.

6.1.9 Submission and considering the Confidential Business Questionnaire:-

a) Is fully filled.

b) That details correspond to the related information in the bid.

c) That the Tenderer is not ineligible as per paragraph 3.2 of the ITT.

6.1.7 Submission and considering the Certificate of Confirmation of Directors and

Shareholding (CR12)

6.1.10 Record of unsatisfactory or default in performance obligations in any contract shall be

considered.

(i) This shall include any Tenderer with unresolved case(s) in its performance

obligations for more than two (2) months in any contract.

(ii) Any tenderer with current civil works which is not 75% complete.

6.1.11 Notwithstanding the above, considering any outstanding obligations/Supplier

Performance Review Scheme (SPRS) where applicable and the performance capacity

indicated by the Tenderer.

64


6.1.12 Power of Attorney authorizing the signatory of the Tender to commit the Tenderer in

accordance with the Tender requirements.

6.1.13 tenderers confirmation that at least forty percent of their supplies is sourced from

citizen contractors.

6.1.14 Submission and checking that the Bill of Quantities is fully filled, priced, signed and

stamped.

Tenderers will proceed to the Technical Stage only if they qualify in compliance with

Part 1 above, Preliminary Evaluation under clause 3.37.

65


6.2 Part II - Technical Evaluation under clause 3.37 of the ITT. It will include the

following stages: -

6.2.1 Table 1: Mandatory Technical Requirements (against Tender

Requirements and Technical Specifications). Verification and consideration of

the following:-

Criteria KPLC Requirement

1

Proposed

construction period

Proposed construction period for the project accompanied by

a proposed Works Program Gantt Chart and method

statement

2 Building and Civil

Engineering

Registration with NCA (Category NCA1 or NCA2 or NCA3 or

NCA4 or NCA5) both Civil and building

3 Safety officer Details ,qualification, availability and competency levels of

safety officer for the project including safety officer

undertaking on availability, period of engagement etc.

6.2.2 Detailed Evaluation

6.2.1 Tenderer shall be expected to indicate full compliance to Confirmation of

compliance of previous contract(s) in accordance with its/ their terms and

conditions where applicable.

6.2.3 Further tender requirements based on a scoring criterion.

6.2.3.1 The total marks are 100%. The pass mark is 75 %. Only those bidders

who obtain the mandatory cut off point shall be considered for further

evaluation.

66


NO. EVALUATION ATTRIBUTE

WEIGHTING

%

6.2.1 Previous experience: Details of similar projects

undertaken successfully within the last 3 years and

evidenced by letters of reference from clients, completion

certificates for the respective projects.

15

6.2.2 Qualified Technical staff in the company relevant to the

building construction industry who will actively be

involved in the proposed project. Provide

employment/appointment letters, contracts of the key

personnel including length of service and termination

date, CV, Academic and professional certificates and

evidence of registration with relevant professional bodies

and Telephone contacts.

i) Building or civil or Engineer or Quantity surveyor --- 5

marks

ii) Diploma in Building or civil or Quantity

surveyor……2 marks

iii)project manager with degree-5marks;diploma 2 marks

Note: Bidders can only qualify in i or ii and iii to get

maximum 10 marks.

20

6.2.3 The tenderer ‘s undertaking that the key site management

and technical personnel will be available for the contract

full marks for employee commitment

15

6.2.4 Proposed completion period for the project accompanied

by a proposed Implementation Plan with completion date

15

6.2.7 Detailed review of the Bill of Quantities. 10

6.2.8 Confirming that the Supplier’s offered Works Program

meets KPLC’s requirements.

10

6.2.9 Equipment. Give a list and type of relevant equipment

owned by the company evidenced by ownership

documents. Where not owned by the company, provide

documentary evidence of leased equipment as required

under clause 3.16 and 3.20

15

TOTAL 100

67


Evaluation of the following Financial information against Tender Requirements and

Specifications:-

NO. EVALUATION CRITERIA

6.3.1 a) Detailed financial review of the priced Bill of

Quantities.

b) Checking that the Tenderer has quoted prices based on

all costs including duties and taxes

c) Where applicable, Conducting a financial comparison,

including conversion of tender currencies into one common

currency

6.3.2 Ascertaining the financial capability through Last

Financial Year’s audited financial statements (Audited

Accounts - The Auditors must be currently registered by

ICPAK and the statements must be stamped and signed)

issued within the last 15 months which Statements should

conform to International Accounting Standards One (IAS

1). which includes the following:-

a) Checking and considering that the Tenderer’s

liquidity ratios are acceptable to KPLC and meet the

threshold of:-

(i.) Current ratios 1:1 i.e. current assets: current

liabilities

(ii.) Quick ratios (Acid test) of 1.0 i.e. (Cash + Accounts

Receivable + Short Term Investments) divided by Current

Liabilities

b) Checking and considering that the Tenderer’s

Solvency ratios in particular the Debt to Assets Ratio is

acceptable to KPLC i.e. meets the threshold of at least

1:1Or

for companies or firms that are registered or incorporated

within the last one calendar year of the Date of the Tender

Document, a spot balance of a minimum of 20% of the

Tender Price. The same should be as evidenced in the

certified copies of bank statements at least in any day of

the month of the Date of the Tender Document.

68


6.3.3 Provide documentary evidence in form of certified audited

accounts for the company for the last three years to

indicate the company has had an annual turnover of over

Kenya shillings Fifty Million.

6.3.4 Provide documentary evidence of liquid assets and/or

credit facilities, net of other contractual commitments and

exclusive of any advance payments which may be made

under the contract.)

6.3.5 Evidence of access to credit facilities, net of other

contractual commitments and exclusive of any advance

payments which may be made under the contract, of no less

than Kshs. Fifty Million.

6.3.6 Submission of and considering the valid copy of certificate

of Confirmation of Directorships and Shareholding

(CR12) issued by either the Registrar of Companies or

Registrar of Business Names that is not more than three (3)

months old from the Date of the Tender Document.

6.3.7 Confirming that the Tenderer’s offered Terms of Payment

meets KPLC’s credit/payment terms.

6.3.8 Considering information submitted in the Confidential

Business Questionnaire against other information in the

bid including declared maximum value of business.

TOTAL

*NOTES: -

1. For purposes of evaluation, the exchange rate to be used for currency conversion shall

be the selling exchange rate prevailing on the date of tender closing provided by the

Central Bank of Kenya. (Visit the Central Bank of Kenya website).

2. Total tender value means the Tenderer’s total tender price inclusive of Value Added

Tax (V.A.T) for the services it offers to provide.

3. For companies or firms that are registered or incorporated within the last one calendar

year of the Date of the Tender Document, they should submit certified copies of bank

statements covering a period of at least six months prior to the date of the tender

69


document. The copies should be certified by the Bank issuing the statements. The

certification should be original.

4. The spot balance of 20% required will be that which is seen in the certified bank

statements at least in any day of the month of the Date of the Tender Document.

70


SECTION XI - SUPPLIER EVALUATION FORM

(This form is for information only and not to be filled in by any bidder. It is

for official use by KPLC to evaluate performance of Suppliers during the

contract period)

Name of Firm…………………………………...Date…………………

Category of Product/Service (e.g. Conductors …………………

Period of evaluation………………………………………………........

1. COST OF SERVICE/PRODUCT Rating guidelines

Supplier Score

Procurement Score

User Score

Comments

Totals

Did the vendor assist in or advice on ways of reducing the costs?

YES:4 PARTIALLY:2

NO: 0

10

How closely did your final costs correspond to your expectation at the beginning of the project/tender?

YES:2 PARTIALLY:1

NO: 0

10.00%

Did the company stick to the agreed transaction/contract rates?

YES:4 PARTIALLY:2

NO: 0

2.ON TIME DELIVERY OF PRODUCT OR SERVICE

Totals

Did the vendor perform work in compliance with contract terms and agreements?

YES:6 PARTIALLY:3

NO: 0

10

Was the vendor prompt and effective in correction of situations and conditions?

YES:2 PARTIALLY:1

NO: 0

10.00%

Are you able to track service level agreements and determine duration of incidents from the vendor?

YES:2 PARTIALLY:1

NO: 0

3. FLEXIBILITY TO RESPOND TO UNEXPECTED DEMAND OF SERVICE

Rating guidelines Totals

Was the vendor willing to change their product/service on special needs?

YES:6 PARTIALLY:3

NO: 0

6

6.00%

4. QUALITY Rating guidelines Totals

When performing their duties, was there - rework or returns caused by non-conformance to quality?

NO:6 PARTIALLY:3

YES: 0

14

Was the quality of service delivered equal to KPLC minimum requirements?

YES:8 PARTIALLY:4

NO:0 14.00%

5.RESPONSIVENESS Rating guidelines

Totals

Was the vendor well responsive to information requests, issues, or problems that arose in the course of service?

YES:2 PARTIALLY:1

NO: 0

14

Was the vendor open to feedback on low quality of service levels and willing to act on this?

YES:6 PARTIALLY:3

NO: 0

14.00%

Is it easy to reach staff members of suppliers in case of a request or query? (are communication channels clear?)

YES:6 PARTIALLY:3

NO: 0

6. CUSTOMER SUPPORT Rating guidelines

Totals

Did the vendor offer effective customer support?

YES:10

PARTIALLY:4

NO: 0

18

In case of reported problems/issues, were there follow ups by the vendor to ensure the problem is fully resolved during support?

YES:8 PARTIALLY:4

NO: 0

18.00%

71


7. COMMUNICATION SKILLS Rating guidelines

Totals

Are you satisfied with the attitude, courtesy, and professionalism of this vendor's staff? Written or spoken?

YES:2 PARTIALLY:1

NO: 0

6

Are the vendor's staff well equipped and skilled in handling requests / issues? Are you rotated too much among staff on an issue?

YES:4 PARTIALLY:2

NO: 0

6.00%

8. DOCUMENTATION AND ACCOUNTING Rating guidelines

Totals

Are you satisfied with how the Vendor presents documentation (invoices & licenses etc) when required to do so, to necessitate finalization of contract renewals and payments?

YES:6 PARTIALLY:3

NO: 0

10

Was problem documentation (incident reports) presented promptly by the vendor and was it complete?

YES:4 PARTIALLY:2

NO: 0

10.00%

9. VALUE ADD Rating guidelines Totals

Did the vendor go over and above in optimizing service delivery process for effective services delivery?

YES:6 PARTIALLY:3

NO: 0

12

Did the vendor go over and above and offer training or knowledge to assist with better systems support?

YES:6 PARTIALLY:3

NO: 0

12.00%

Totals

Score:

Totals

100.0

Maximum Score 100.

0 100.00%

VENDOR'S TOTAL SCORE

VENDOR'S PERCENTAGE SCORE

ISSUES FOR FOLLOW UP -

Evaluation Done by: Name

Department

Date

Checked/Validated by

Score in Percentage % ………………………………………

PERFORMANCE LEVEL DEFINATION;

≥75% - KP1 GREEN

50% - KP2 AMBER

25% - KP3 YELLOW

≥25% - KP4 RED

RATING: 75% - V Good, 50% - Good, 25% - Fair, Below 25% - Poor

RECOMMENDATION

Status Tick as appropriate

1 Grant supplier preferred status KP1

2 Work with supplier or develop and KP2 & KP3

72


improve supplier

3 Abandon / switch suppliers KP4

Name:…………………………Sign:…………………………..Date:………...

Name:…………………………Sign:…………………………..Date:………...

Name:…………………………Sign:…………………………..Date:………...

73


SECTION XII - STANDARD FORMS

(i) Form of Tender

(ii) Confidential Business Questionnaire

(iii) Tender Security Form (Bank Guarantee)

(iv) Tender Security Form (Letter of Credit)

(v) Tender Security Form (Sacco Society, Micro Finance, Enterprise

Fund)

(vi) Declaration Form

(vii) Letter of notification of award

(viii) Letter of notification of regret

(ix) Contract Agreement Form

(x) Performance Security Form (Bank Guarantee)

(xi) Performance Security Form (LC)

(xii) Letter of Acceptance

(xiii) Qualification Information

(xiv) Site Visit Form

74


(i) - TENDER FORM

Date:……………………

Tender No………………

To:

The Kenya Power & Lighting Company Limited,

Stima Plaza,

Kolobot Road, Parklands,

P.O Box 30099 – 00100,

Nairobi, Kenya.

Ladies and Gentlemen,

1. Having read, examined and understood the Tender Document including all

Addenda, the receipt of which is hereby duly acknowledged, we, the undersigned

Tenderer, offer to supply, deliver, install and commission (the latter two where

applicable) ………………………………………. (insert goods description) in

accordance and conformity with the said tender document for the sum of

……………….(total tender amount inclusive of all taxes in words and figures) or

such sums as may be ascertained in accordance with the Price Schedule attached

herewith and made part of this Tender.

2. We undertake, if our Tender is accepted, to deliver, install and commission the

goods in accordance with the delivery schedule specified in the Schedule of

Requirements.

3. If our Tender is accepted, we will obtain the performance security of a licensed

commercial bank in Kenya in a sum equivalent to ten percent (10%) of the

contract price for the due performance of the contract, in the form(s) prescribed by

The Kenya Power & Lighting Company Limited.

4.* We agree to abide by this Tender for a period of………..…days (Tenderer

please indicate validity of your tender) from the date fixed for tender opening as

per the Tender Document, and it shall remain binding upon us and may be

accepted at any time before the expiration of that period.

5. This Tender, together with your written acceptance thereof and your notification

of award, shall not constitute a contract, between us. The contract shall be formed

between us when both parties duly sign the written contract.

6. We understand that you are not bound to accept any Tender you may receive.

75


Yours sincerely,

_____________________

Name of Tenderer

___________________________________

Signature of duly authorised person signing the Tender

__________________________________

Name and Designation of duly authorised person signing the Tender

__________________________________

Stamp or Seal of Tenderer

*NOTES:

1. KPLC requires a validity period of at least One Hundred and Twenty (120)

days.

2. This form must be duly completed, signed, stamped and/or sealed.

76


(ii) – CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM

All Tenderers are requested to give the particulars indicated in Part 1 and either Part 2

(a), 2 (b) or 2 (c) whichever applies to your type of business. Youth, Persons with

disabilities and Women shall in addition complete part 2(d). Tenderers are advised

that it is a serious offence to give false information on this form.

Part 1 – General

Business Name…………………………………………………………………

Location of business premises…………………………………………………

Plot No. ……………………Street/ Road ………………………………..

Postal Address ………………………….. Postal Code …………………….

Tel No………………………………..

Facsimile..………………………………..

Mobile and CDMA No……………………….

E-mail:…………………………………………………

Nature of your business ………………………………………………………..

Registration Certificate No.……………………………………………………

Maximum value of business which you can handle at any time KSh…………..

Name of your Bankers …………………………..Branch… ………………

*Names of Tenderer’s contact person(s) ………………………….

Designation of the Tenderer’s contact person(s) ………………………………

Address, Tel, Fax and E-mail of the Tenderer’s contact person(s) ……………….

……………………………………………………………………………………...

……………………………………………………………………………………

77


Part 2 (a) Sole Proprietor

Your name in full ………………………………………………………………….

Nationality ………………………Country of origin …………………………..

Part 2 (b) Partnership

Give details of partners as follows: -

Names Nationality Shares (%)

1.……………………………………………………………………….…

2.……………………………………………………………………….…

3….…………………………………………….…………………………

4.………………………………………………………………………….

5………………………………………………….……………………….

Part 2 (c) Registered Company

Private or Public …………………………………………………………

State the nominal and issued capital of company-

*Nominal in KSh. ……………………………………….

*Total Issued KSh. ………………………………….

Give details of all directors as follows

Name Nationality Shares (%)

1………………………………………………….……………………….

2……………………………………………………….………………….

3…………………………………………………………………………..

4…………………………………………………………………………..

Part 2 (d) Registered Youth, Women and Persons with Disabilities Give details of members as follows: -

Names Nationality Age Gender Shares (%)

1.……………………………………………………………………….…….…

2.……………………………………………………………………….…….…

3….…………………………………………….……………………………….

4.…………………………………………………………………………….….

5………………………………………………….………………………….….

Name of duly authorized person to sign for and on behalf of the Tenderer

..………………………..

Designation of the duly authorized person……………………………………

Signature of the duly authorized person……………………………..

*NOTES TO THE TENDERERS ON THE QUESTIONNAIRE

78


1. The address and contact person of the Tenderer provided above shall at all

times be used for purposes of this tender.

2. The details on this Form are essential and compulsory for all Tenderers.

Failure to provide all the information requested shall lead to the

Tenderer’s disqualification.

3. For foreign Tenderers please give the details of nominal and issued share

capital in the currency of the country of origin of the Tenderer.

79


(iii) - TENDER SECURITY FORM – (BANK GUARANTEE)

(To Be Submitted On Bank’s Letterhead) Date:

To:


Stima Plaza,


P.O Box 30099 – 00100,

Nairobi, Kenya.

WHEREAS ……………………………………… (name of the Tenderer)

(hereinafter called “the Tenderer”) has submitted its Tender dated ……… for the

supply, installation and commissioning of………………………… (please insert

KPLC tender no. and name) (hereinafter called “the Tender”);

KNOW ALL PEOPLE by these presents that

WE………………………………….of ……………………….having our registered

office at…………………….(hereinafter called “the Bank”), are bound unto The

Kenya Power and Lighting Company Limited (hereinafter called “KPLC” which

expression shall where the context so admits include its successors-in-title and

assigns) in the sum of …………………………………. for which payment well and

truly to be made to the said KPLC, the Bank binds itself, its successors, and assignees

by these presents.

We undertake to pay you, upon your first written demand declaring the Tenderer to be

in breach of the tender requirements and without cavil or argument, the entire sum of

this guarantee being …………………….. (amount of guarantee) as aforesaid, without

you needing to prove or to show grounds or reasons for your demand or the sum

specified therein.

This tender guarantee will remain in force up to and including thirty (30) days after

the period of tender validity, and any demand in respect thereof should reach the Bank

not later than the date below.

This guarantee is valid until the …..…day of………………………20……

EITHER

SEALED with the )

COMMON SEAL )

of the said BANK ) _______________________________

this ……………………day ) BANK SEAL

80


of ………………………20…. )

)

in the presence of :- )

)

____________________ )

)

and in the presence of:- )

)

__________________ )

OR

SIGNED by the DULY AUTHORISED

REPRESENTATIVE(S)/ ATTORNEY(S) of

the BANK

_____________________

Name(s) and Designation of duly authorised representative(s)/ attorney(s) of the Bank

___________________________________

Signature(s) of the duly authorised person(s)

NOTES TO TENDERERS AND BANKS

1. Please note that no material additions, deletions or alterations regarding the

contents of this Form shall be made to the Tender Security to be furnished by

the Tenderer. If any are made, the Tender Security shall not be accepted and

shall be rejected by KPLC. For the avoidance of doubt, such rejection will be

treated as non-submission of the Tender Security where such Security is

required in the tender.

2. It is the responsibility of the Tenderer to sensitize its issuing bank on the need

to respond directly and expeditiously to queries from KPLC. The period for

response shall not exceed three (3) days from the date of KPLC’s query.

Should there be no conclusive response by the Bank within this period, such

Tenderer’s Tender Security shall be deemed as invalid and the bid rejected.

3. The issuing bank should address its response or communication regarding

the bond to KPLC at the following e-mail address – “guarantees@

kplc.co.ke”

4. The Tender validity period is one hundred and twenty (120) days as set out in

the Invitation to Tender (at Section I of the Tender document) or as otherwise

may be extended by KPLC. Therefore the Tender Security must at all times be

valid for at least 30 days beyond the tender validity period.

81


(iv) - TENDER SECURITY – (LETTERS OF CREDIT)

The Mandatory Conditions to be included in the Letters are in two parts, A and B.

Part A

Form of Documentary credit - “Irrevocable Standby”

Applicable rules - “Must be UCP Latest Version” i.e. UCP 600 (2007 REVISION)

ICC Publication No. 600.

Place of expiry - At the counters of the advising bank.

The SBLC should be available – “By Payment”

Drafts should be payable at - “SIGHT”

Documents required -

1. Beneficiary’s signed and dated statement demanding for payment under the letter

of credit no………………………….. (Insert LC No.)

as……………………….(Name of applicant) (hereinafter called the “Tenderer”)

indicating that the “Tenderer” has defaulted in the obligations of the Tenderer as

stated by the Beneficiary.

2. The Original Letter of Credit and all amendments, if any.

Additional Conditions -

1. All charges levied by any bank that is party to this documentary credit are for the

account of the applicant.

2. There should be no conditions requiring compliance with the specific regulations

or a particular country’s Law and regulations.

Charges - All bank charges are for the account of the applicant.

*Confirmation instructions – (See notes below)

Part B

The proceeds of these Letters are payable to KPLC -

a) if the Tenderer withdraws its Tender after the deadline for submitting Tenders

but before the expiry of the period during which the Tenders must remain

valid.

b) if the Tenderer rejects a correction of an arithmetic error

c) if the Tenderer fails to enter into a written contract in accordance with the

Tender Document

d) if the successful Tenderer fails to furnish the performance security in

accordance with the Tender Document.

82


e) if the Tenderer fails to extend the validity of the tender security where KPLC

has extended the tender validity period in accordance with the Tender

Document.

NOTES TO TENDERERS AND BANKS.

1. Please note that should the Tender Security (LC) omit any of the above

conditions the LC shall not be accepted and shall be rejected by KPLC. For

the avoidance of doubt, such rejection will be treated as non-submission of the

LC where such LC is required in the Tender.

2. It is the responsibility of the Tenderer to sensitize its issuing bank on the need

to respond directly and expeditiously to any queries from KPLC. The period

for response shall not exceed three (3) days from the date of KPLC’s query.

Should there be no conclusive response by the Bank within this period, such

Tenderer’s Tender Security shall be deemed as invalid and the bid rejected.



kplc.co.ke”





5. All Guarantees issued by foreign banks must be confirmed by a local bank in

Kenya.

83


(v) - TENDER SECURITY FORM (SACCO SOCIETY, DEPOSIT TAKING

MICRO FINANCE INSTITUTIONS, WOMEN ENTERPRISE FUND &

YOUTH ENTERPRISE FUND)

(To Be Submitted On Institutions Letterhead)

Date:

To:


Stima Plaza,


P.O Box 30099 – 00100,

Nairobi, Kenya.

WHEREAS…………………………(hereinafter called “the Tenderer”) has

undertaken, in pursuance of your Tender Number………………..(reference number

of the Tender) and its Tender dated ………………(insert Tenderer’s date of Tender

taken from the Tender Form) to supply ……………(description of the Goods)

(hereinafter called “the Contract);

AND WHEREAS it has been stipulated by you in the said Contract that the Tenderer

shall furnish you with an Institution’s guarantee by an acceptable Institution for the

sum specified therein as security for compliance of the Tenderer’s performance

obligations in accordance with the Contract;

AND WHEREAS we have agreed to give the Tenderer a Guarantee;

THEREFORE WE HEREBY AFFIRM that we are Guarantors and responsible to

you, on behalf of the Tenderer, up to a total of……………………. (amount of the

guarantee in words and figures) and we undertake to pay you, upon your first written

demand declaring the Tenderer to be in default under the Contract and without cavil

or argument, any sum or sums within the limits of

………………………………………...

(amount of guarantee) as aforesaid, without you needing to prove or to show grounds

or reasons for your demand or the sum specified therein.

This guarantee is valid until the …………day of……………….…..…20….

EITHER

SEALED with the )

COMMON SEAL )

of the said INSTITUTION )

)

84


this ……………………day ) _____________________________

) INSTITUTION SEAL

of ………………………20…. )


)

____________________ )

)


)

__________________ )

OR



the INSTITUTION

_____________________

Name(s) and Capacity(ies) of duly authorised representative(s)/ attorney(s) of the

Institution.

___________________________________


NOTES TO SUPPLIERS AND INSTITUTIONS


contents of this Form shall be made to the Tender Security to be furnished by

the Tenderer. If any are made, the Tender Security shall not be accepted and

shall be rejected by KPLC. For the avoidance of doubt, such rejection will be

treated as non-submission of the Tender Security where such Security is

required in the tender.

2. It is the responsibility of the Tenderer to sensitize its issuing institution on the

need to respond directly and expeditiously to queries from KPLC. The period

for response shall not exceed three (3) days from the date of KPLC’s query.

Should there be no conclusive response by the institution within this period,

such Tenderer’s Tender Security shall be deemed as invalid and the bid

rejected.

85


3. The issuing institution should address its response or communication

regarding the Tender Security to KPLC at the following e-mail address –

“guarantees@ kplc.co.ke”





86


(vii) - DECLARATION FORM

Date

To:


P.O Box 30099 – 00100,

Stima Plaza, Kolobot Road, Parklands,

Nairobi,

KENYA.

Ladies and Gentlemen,

The Tenderer i.e. (full name and complete physical and postal

address)________________________declare the following: -

a) That I/ We have not been debarred from participating in public procurement

by anybody, institution or person.

b) That I/ We have not been involved in and will not be involved in corrupt and

fraudulent practices regarding public procurement anywhere.

c) That I/We or any director of the firm or company is not a person within the

meaning of paragraph 3.2 of ITT (Eligible Tenderers) of the Instruction to

Tenderers.

d) That I/ We are not insolvent, in receivership, bankrupt or in the process of

being wound up and is not the subject of legal proceedings relating to the

foregoing.

e) That I/We do hereby confirm that all the information given in this tender is

accurate, factual and true to the best of our knowledge.

e) That I/ We are not associated with any other Tenderer participating in this

tender.

Yours sincerely,

_____________________

Name of Tenderer

___________________________________

Signature of duly authorised person signing the Tender

__________________________________

Name and Designation of duly authorised person signing the Tender

__________________________________

Stamp or Seal of Tenderer

87


(viii) – DRAFT LETTER OF NOTIFICATION OF AWARD

To: (Name and full address of the Successful Tenderer)…………

Date:………

Dear Sirs/ Madams,

RE: NOTIFICATION OF AWARD OF TENDER NO. ……………

We refer to your Tender dated………………… and are pleased to inform you that

following evaluation, your Tender has been accepted as follows: -

…………………………………………………………………………………………

…………………………………………………………………………………………

This notification does not constitute a contract. The formal Contract Agreement,

which is enclosed herewith shall be entered into upon expiry of fourteen (14) days

from the date hereof pursuant to the provisions of the Public Procurement and Asset

Disposal Act, 2015 (or as may be amended from time to time or replaced).

Kindly sign, and seal the Contract Agreement. Further, initial and stamp on all pages

of the documents forming the Contract that are forwarded to you with this letter.

Thereafter return the signed and sealed Contract together with the documents to us

within fourteen (14) days of the date hereof for our further action.

We take this opportunity to remind you to again note and strictly comply with the

provisions as regards the Tender Security, Signing of Contract and Performance

Security as stated in the Instructions to Tenderers.

We look forward to a cordial and mutually beneficial business relationship.

Yours faithfully,

FOR: THE KENYA POWER & LIGHTING COMPANY LIMITED

GENERAL MANAGER, SUPPLY CHAIN

Enclosures

88


(ix) – DRAFT LETTER OF NOTIFICATION OF REGRET

To: (Name and full address of the Unsuccessful Tenderer)………… Date:

Dear Sirs/ Madams,

RE: NOTIFICATION OF REGRET IN RESPECT OF TENDER NO.

……………

We refer to your Tender dated………………… and regret to inform you that

following evaluation, your Tender is unsuccessful. It is therefore not accepted. The

brief reasons are as follows:-

1. ………………………

2. ………………………

3. ……………………… etc…

The successful bidder was _______________________.

However, this notification does not reduce the validity period of your Tender

Security. In this regard, we request you to relook at the provisions regarding the

Tender Security, Signing of Contract and Performance Security as stated in the

Instructions to Tenderers.

You may collect the tender security from our Legal Department (Guarantees Section),

on the 2nd Floor, Stima Plaza, Kolobot Road, Parklands, Nairobi only after expiry of

twenty five (25) days from the date hereof on Mondays and Wednesdays ONLY

between 9.00 a.m to 12.30 pm and 2.00p.m to 4.00p.m.

It is expected that by that time KPLC and the successful bidder will have entered into

a contract pursuant to the Public Procurement and Asset Disposal Act, 2015 (or as

may be amended from time to time or replaced). When collecting the Security, you

will be required to produce the original or certified copy of this letter.

We thank you for the interest shown in participating in this tender and wish you well

in all your future endeavours.

Yours faithfully,

FOR: THE KENYA POWER & LIGHTING COMPANY LIMITED

GENERAL MANAGER, SUPPLY CHAIN

89


(x) - CONTRACT AGREEMENT FORM

THIS AGREEMENT made this………day of………………….20…. BETWEEN

THE KENYA POWER & LIGHTING COMPANY LIMITED, a limited liability

company duly incorporated under the Companies Act, Chapter 486 of the Laws of

Kenya, with its registered office situated at Stima Plaza, Kolobot Road, Parklands,

Nairobi in the Republic of Kenya and of Post Office Box Number 30099-00100,

Nairobi in the Republic aforesaid (hereinafter referred to as the “KPLC”) of the one

part,

AND

……………………………….. (Contractor’s full name and principal place of

business) a duly registered entity according to the laws of..…… (state country) and

of Post Office Box Number/Physical Address……………….(full address physical

and postal of Contractor) in the Republic aforesaid, (hereinafter referred to as the

“Contractor” of the other part;

WHEREAS KPLC invited tenders for certain works, that is to say for

………………(KPLC Supply Chain – Procurement Department insert description

of works) under Tender Number…………….. (KPLC Supply Chain – Procurement

Department insert tender number)

AND WHEREAS KPLC has accepted the Tender by the Contractor for the services

in the sum of …………………… (KPLC Supply Chain – Procurement Department

specify the total amount in words which should include any payable taxes, duties

and insurance where applicable e.g. Value Added Tax) (hereinafter called “the

Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: -

1. In this Agreement words and expressions shall have the same meanings as are

respectively assigned to them in the Conditions of Contract and the Tender

Document.

2. Unless the context or express provision otherwise requires: -

a) reference to “this Agreement” includes its recitals, any schedules and

documents mentioned hereunder and any reference to this Agreement

or to any other document includes a reference to the other document as

varied supplemented and or replaced in any manner from time to time.

b) any reference to any Act shall include any statutory extension,

amendment, modification, re-amendment or replacement of such Act

and any rule, regulation or order made thereunder.

90


c) the Official Purchase Order shall also mean the Official Order or Local

Purchase Order.

d) words importing the masculine gender only, include the feminine

gender or (as the case may be) the neutral gender.

e) words importing the singular number only include the plural number

and

vice-versa and where there are two or more persons included in the

expression the “Contractor” the covenants, agreements obligations

expressed to be made or performed by the Contractor shall be deemed

to be made or performed by such persons jointly and severally.

f) where there are two or more persons included in the expression the

“Contractor” any act default or omission by the Contractor shall be

deemed to be an act default or omission by any one or more of such

persons.

3. In consideration of the payment to be made by KPLC to the Contractor as

hereinbefore mentioned, the Contractor hereby covenants with KPLC to

perform and Contractor in consideration of the execution, completion, and

maintenance of the Works by the Contractor as prescribed by the Contract

provide the services and remedy any defects thereon in conformity in all

respects with the provisions of the Contract.

4. KPLC hereby covenants to pay the Contractor in consideration of the proper

performance and provision of the services and the remedying of defects

therein, the Contract Price or such other sum as may become payable under

the provisions of the Contract at the times and in the manner prescribed by the

Contract.

1. The following documents shall constitute the Contract between KPLC and the

Contractor and each shall be read and construed as an integral part of the

Contract: -

a) this Contract Agreement

b) Letter of Acceptance dated …………..

a) Conditions of Contract

b) Special Conditions of Contract

c) Official Purchase Order where applicable.

d) Specifications

e) Drawings

h) Priced Bill of Quantities and agreed upon with KPLC.

i) Work program (work methods and schedule)

j) KPLC’s Notification of Award dated…………

k) Tender Form signed by the Contractor

l) Declaration Form signed by the Contractor/ successful Tenderer

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m) Warranty

6. In the event of any ambiguity or conflict between the contract documents

listed above, the order of precedence shall be the order in which the contract

documents are listed in 5 above except where otherwise mutually agreed in

writing.

7. The Commencement date shall be the working day immediately following the

fulfillment of all the following: -

a) Execution of this Contract Agreement by KPLC and the Contractor.

b) Issuance of the Performance Bond by the Contractor and confirmation

of its authenticity by KPLC.

c) Issuance of the Official Order by KPLC to the Contractor.

d) Where applicable, Opening of the Letter of Credit by KPLC.

8. The period of contract validity shall begin from the Commencement date and

end at the expiry of the Defects Liability Period.

Provided that the expiry period of the Warranty shall be as prescribed and

further provided that the Warranty shall survive the expiry of the contract.

9. It shall be the responsibility of the Contractor to ensure that its Performance

Security is valid at all times during the period of contract validity and further

is in the full amount as contracted.

10. Any amendment, change, addition, deletion or variation howsoever to this

Contract shall only be valid and effective where expressed in writing and

signed by both parties.

11. No failure or delay to exercise any power, right or remedy by KPLC shall

operate as a waiver of that right, power or remedy and no single or partial

exercise of any other right, power or remedy.

12. Notwithstanding proper completion of performance or parts thereof, all the

provisions of this Contract shall continue in full force and effect to the extent

that any of them remain to be implemented or performed unless otherwise

expressly agreed upon by both parties.

13. Any notice required to be given in writing to any Party herein shall be deemed

to have been sufficiently served, if where delivered personally, one day after

such delivery; notices by electronic mail and facsimile shall be deemed to be

served one day after the date of such transmission and delivery respectively,

92


notices sent by post shall be deemed served seven (7) days after posting by

registered post (and proof of posting shall be proof of service), notices sent by

courier shall be deemed served two (2) days after such receipt by the courier

service for Local contractors and five (5) days for Foreign contractors.

14. For the purposes of Notices, the address of KPLC shall be Company

Secretary, The Kenya Power & Lighting Company Limited, 7th Floor, Stima

Plaza, Kolobot Road, Post Office Box Number 30099–00100, Nairobi, Kenya,

Facsimile + 254-20-3750240/ 3514485. The address for the Contractor shall

be the Contractor’s address as stated by it in the Confidential Business

Questionnaire provided in the Tender Document.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed

in accordance with the laws of Kenya the day and year first above written.

SIGNED for and on behalf

of KPLC

_________________________________

MANAGING DIRECTOR & CEO

and in the presence of:-

______________________

COMPANY SECRETARY

SEALED with the COMMON SEAL

of the CONTRACTOR

in the presence of:-

___________________ ______________________

DIRECTOR Affix Contractor’s Seal here

________________________

DIRECTOR’S FULL NAMES

and in the presence of:-

________________________

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DIRECTOR/ COMPANY SECRETARY

________________________________________________

DIRECTOR/ COMPANY SECRETARY’S FULL NAMES

DRAWN BY: -

Awuor Owiti,

Advocate,

C/o The Kenya Power & Lighting Company Limited,

7th Floor, Stima Plaza,


Post Office Box Number 30099–00100,

NAIROBI, KENYA,

Telephones: + 254-20-3201000/ 731

Facsimile: + 254-20-3514485/ 3750240

94


(xi) PERFORMANCE SECURITY FORM (BANK GUARANTEE)

(To Be Submitted On Bank’s Letterhead) Date:

To:


Stima Plaza,


P.O Box 30099 – 00100,

Nairobi, Kenya.

WHEREAS…………………………(hereinafter called “the Contractor”) has

undertaken, in pursuance of your Tender Number………………..(reference number

of the Tender) and its Tender dated ………………(insert Contractor’s date of Tender

taken from the Tender Form) to supply ……………(description of the works)

(hereinafter called “the Contract);

AND WHEREAS it has been stipulated by you in the said Contract that the

Contractor shall furnish you with a bank guarantee by an acceptable bank for the sum

specified therein as security for compliance of the Contractor’s performance

obligations in accordance with the Contract;

AND WHEREAS we have agreed to give the Contractor a guarantee;

THEREFORE WE HEREBY AFFIRM that we are Guarantors and responsible to

you, on behalf of the Contractor, up to a total sum of……………………. (amount of

the guarantee in words and figures) and we undertake to pay you, upon your first

written demand declaring the Contractor to be in default under the Contract and

without cavil or argument, any sum or sums within the limits of

………………………………………...

(amount of guarantee) as aforesaid, without you needing to prove or to show grounds

or reasons for your demand or the sum specified therein.

This guarantee is valid until the …………day of……………….…..…20….

EITHER

SEALED with the )

COMMON SEAL )

of the said BANK )

)

this ……………………day ) _____________________________

95


) BANK SEAL

of ………………………20…. )


)

____________________ )

)


)

__________________ )

OR



the BANK

_____________________

Name(s) and Designation of duly authorised representative(s)/ attorney(s) of the Bank

___________________________________


NOTES TO CONTRACTORS AND BANKS


contents of this Form shall be made to the Performance Security Bond (the

Bond) to be furnished by the successful Tenderer/ Supplier. If any are made,

the Bond may not be accepted and shall be rejected by KPLC. For the

avoidance of doubt, such rejection will be treated as non-submission of the

Bond where such Bond is required in the tender and Contract.

2. KPLC shall seek authentication of the Performance Security from the issuing

bank. It is the responsibility of the Contractor to sensitize its issuing bank on

the need to respond directly and expeditiously to queries from KPLC. The

period for response shall not exceed five (5) days from the date of KPLC’s

query. Should there be no conclusive response by the Bank within this period,

such Contractor’s Performance Security may be deemed as invalid and the

Contract nullified.

3. The issuing Bank should address its response or communication regarding


kplc.co.ke”

(xii) - PERFORMANCE SECURITY (LC)

96


Mandatory Conditions that should appear on the Performance Security (LC).

Form of Documentary credit - “Irrevocable Standby”

Applicable rules - “Must be UCP Latest Version” i.e. UCP 600 (2007 REVISION)

ICC Publication No. 600.

Place of expiry - At the counters of the advising bank.

The SBLC should be available – “By Payment”

Drafts should be payable at - “SIGHT”

Documents required -

1. Beneficiary’s signed and dated statement demanding for payment under the letter

of credit no………………………….. (Insert LC No.)

as……………………….(Name of Applicant) (hereinafter called the “Contractor”)

indicating that the “Contractor” has defaulted in the performance and adherence to

and performance of the contract between the Beneficiary and the Contractor.

2. The Original Letter of Credit and all amendments, if any.

Additional Conditions -

1. All charges levied by any bank that is party to this documentary credit are for the

account of the Applicant.

2. (Include) that there should be no conditions requiring compliance with the specific

regulations or a particular country’s laws and regulations.

Charges - All bank charges are for the account of the Applicant.

Confirmation instructions – (See notes below)

NOTES TO CONTRACTORS AND BANKS

1. Please note that should the Performance Security (LC) omit any of the above

conditions the LC shall not be accepted and shall be rejected by KPLC. For

the avoidance of doubt, such rejection will be treated as non-submission of the

LC where such LC is required in the tender and Contract.

2. KPLC may seek authentication of the Performance Security (LC) from the

issuing bank. It is the responsibility of the Contractor to sensitize its issuing

bank on the need to respond directly and expeditiously to queries from KPLC.

The period for

response shall not exceed five (5) days from the date of KPLC’s query. Should

there be no conclusive response by the Bank within this period, such

97


Contractor’s Performance Security (LC) may be deemed as invalid and the

Contract nullified.



kplc.co.ke”

4. All Guarantees issued by foreign banks must be confirmed by a local bank in

Kenya.

98


(xiii) - LETTER OF ACCEPTANCE

[Letter-head paper of the Employer]

_______________________[date]

To: _______________________

[name of the Contractor]

_____________________

[address of the Contractor]

Dear Sir,

This is to notify you that your Tender dated ___________________________

for the execution of ________________________________________________

[name of the Contract and identification number,as given in the Tender documents]

for the Contract Price of Kshs. __________________________ [amount in

figures][Kenya Shillings______________________________(amount in words) ] in

accordance with the Instructions to Tenderers is hereby accepted.

You are hereby instructed to proceed with the execution of the said Works in

accordance with the Contract documents.

Authorized Signature …………………………………………………………………

Name and Title of Signatory …………………………………………………………

Attachment : Agreement

99


(xiv) QUALIFICATION INFORMATION

1. Individual Tenderers or Individual Members of Joint Ventures

1.1 Constitution or legal status of tenderer (attach copy or Incorporation

Certificate)

Place of registration: ____________________________

Principal place of business _____________________________

Power of attorney of signatory of tender ____________________

1.2 Total annual volume of construction work performed in the last three

years

Year Volume

Currency Value

Year 1

Year 2

Year 3

1.3 Work performed as Main Contractor on works of a similar nature and

volume over the last three years. Also list details of work under way

or committed, including expected completion date.

Project Name Name of Client and

contact person

(Address &

Telephone No.)

Type of Work

performed and year

of completion

Value of contract

100


1.4 Major items of Contractor’s Tools & Equipment proposed for carrying

out the Works. List all information requested below. (Attach evidence

of ownership or lease)

Item of Tools &

Equipment

Description,

Make and age

(years)

Condition(new,

good, poor) and

number available

Owned, leased

(from whom?), or

to be purchased

(from whom?)

1.5 Qualifications and experience of key personnel proposed for

administration and execution of the Contract as required by Subsection

3.20 of the Instructions to Tenderer, Attach biographical data.

Bidders should provide the names of suitably qualified personnel.

1. Title of position*

Name


Name


Name


Name

101


Resume for each Proposed Personnel

The data on their experience should be supplied using the Form below for each

candidate.

Name of Bidder

Position

Personnel

information

Name

Date of birth

Professional qualifications

Present

employment

Name of employer

Address of employer

Telephone

Contact (manager / personnel

officer)

Fax

E-mail

Job title

Years with present employer

Summarize professional experience in reverse chronological order. Indicate particular

technical and managerial experience relevant to the project.

From To Company / Project / Position / Relevant technical and

management experience

1.6 Proposed Subcontractors for works

As per the requirements of Clause 3.20 of Conditions of Contract, following is a list

of subcontractors and the portions of the Work to be subcontracted:

The following Subcontractors and/or manufacturers are proposed for carrying out the

item of the facilities indicated. Bidders are free to propose more than one for each

item

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Sections of the

Works

Value of

Subcontract

Subcontractor

(name and address)

Experience in

similar work

1.7 Financial reports for the last three years: balance sheets, profit and

loss statements, auditor’s reports, etc. List below and attach copies of

audited financial statements.

_________________________________________________________

_________________________________________________________

______

1.8 Evidence of access to financial resources to meet the qualification

requirements: cash in hand, lines of credit, etc. List below and attach

copies of supportive documents.

_________________________________________________________

_________________________________________________________

_________________________________________________________

1.9 Name, address and telephone, telex and facsimile numbers of banks

and/or institution that may provide reference if contacted by the

Employer.

________________________________________________________

________________________________________________________

1.10 Statement of compliance with the requirements of Clause 3.2.6 of the

Instructions to Tenderers.

_________________________________________________________

_________________________________________________________

_________________________________________________________

1.11 Proposed program (work method and schedule) in compliance with

requirement of clause 3.6 of the Instructions to Tenderers.

Descriptions, drawings and charts, as necessary, to comply with the

requirements of the tendering documents.

103


2 Joint Ventures

2.1 The information listed in 1.1 – 1.10 above shall be provided for each

partner of the joint venture.

2.2 The information required in 1.11 above shall be provided for the joint

venture.

2.3 Attach the power of attorney of the signatory(ies) of the tender

authorizing signature of the tender on behalf of the joint venture

2.4 Attach the Agreement among all partners of the joint venture ( and

which is legally binding on all partners), which shows that:

a) all partners shall be jointly and severally liable for the

execution of the Contract in accordance with the Contract

terms;

b) one of the partners will be nominated as being in charge,

authorized to incur liabilities and receive instructions for and

on behalf of any and all partners of the joint venture; and

c) the execution of the entire Contract, including payment, shall

be done exclusively with the partner in charge

104


(xv) - SITE VISIT FORM

CONFIRMATION OF PRE-BID SITE VISIT

Name of Tenderer……………………………..

Date of Visit……………………………………

Name, position and signature of the Tenderer’s staff visiting the site.

Name:……………………………………………..

Position…………………………………………..

Qualification

Signature……………………………… Tenderer’s Official Stamp……………….

Site Visit conducted by Kenya Power Authorised Officer’s

Name ………………………………………

Designation …………………………………

Signature……………………………………